Workload View is the core element of our Resource Planning feature. It provides a fast, intuitive and visual way to schedule and reschedule work orders based on your team’s capacity.
You can access Workload View from the Work Orders module, using the view dropdown at the top of the screen.
Workload View builds on the scheduling functionality of Calendar View by:
Showing which work orders are assigned to which team member
Depicting when work is scheduled to begin, not just when it is due
Providing insight on current workload and available capacity that helps to drive your scheduling decisions
Note that work orders require an estimated time and start date to be set in order for them to display in Workload View. Adding this information to your work orders is critical in order to empower you with this new workflow. If your work orders are not displaying in Workload View, it’s most likely because you have not defined these details.
Workload View is made up of the following elements, from top to bottom:
Total Resource Capacity
This section gives you insight into your entire team’s capacity, and how much of that capacity has been allocated for work. You can quickly see what percentage of your team’s capacity is being put to use for the week overall, and for each day individually.
When this is close to 100%, you’ve optimized your resources effectively. When it’s substantially under 100%, there’s room for you to schedule more work. And if it’s over 100%, you’re facing a capacity constraint that could result in overtime, skipped jobs, or work being completed late.
Unscheduled Work Orders
This section allows you to pull up any work orders, regardless of their status, that have not yet been scheduled and are not yet visible in Workload View.
By clicking on any of the boxes, like Open, Due Soon, or Overdue, any work orders that fall into these categories will display in a panel to the right of the screen.
From here, you can drag these work orders onto your Workload View. Depending on where you drop them, start dates and assignees will be automatically updated for the work order, and it will display on your calendar for the week.
Remember that scheduling and assigning repeatable work orders will impact all work orders that reoccur within that chain. And take care to read any questions or alerts that you are prompted with after dragging a work order onto the calendar.
The remainder of Workload View shows when work is scheduled to be done, and by whom.
For each individual team member, you can track their capacity utilization for the week, and how many of their working hours remain available on each day. This helps you to spot when individuals have too much work assigned to them, or have room to take on more work.
You can easily interact with the work orders that are listed for each individual on any given day. They can be quickly rescheduled or reassigned by simply dragging them into a different space on the calendar. And you can update the details for each work order by clicking on the work order itself, and clicking Quick Edit or See Work Order.
For more information on this, read How to schedule or assign work orders in Workload View.
You can also update the capacity for each individual by simply clicking on the capacity displayed underneath their name. For more information, read How to update the availability of my team in Workload View.