🔍 Overview
-
Basics: Capacity and Reserve
-
How workload is calculated
-
Display in the task board
-
Color indicators (traffic light logic)
-
Multi-team assignments & Home team
-
Tips & Best Practices
-
FAQ
Capacity & Reserve – Basics
To define a user’s capacity:
-
Open the user profile of the team member.
-
Under Available Capacity, enter the weekly target hours (e.g. 40h) and a recommended buffer (e.g. 8h = 20%).
📸 Screenshot: User profile with capacity and reserve fields
✨ Tip: For lean planning, only assign up to 80% of the total capacity. Use the remaining 20% as a buffer for interruptions, unplanned tasks, or ad hoc activities.
How Workload is Calculated
Workload is based on tasks in the columns “Current Week” and “Done”, provided they are in status “In Progress” or “Completed”.
📸 Screenshot: Task board with highlighted columns “Current Week” and “Done”
ℹ️ Note: Tasks in “Next Week” or “Backlog” are not counted. They only contribute to workload once they are actively scheduled and progressed.
Display in the Task Board
-
Switch to the Control View in the task board.
-
Each row represents one team member.
-
A progress bar on the left shows their current workload.
-
Columns (Swimlanes) group tasks by time frames like “Current Week” or “Next Week”. These labels are fully customizable.
📸 Screenshot: Task board with swimlanes and workload bars
Color Indicators (Traffic Light Logic)
| Color | Meaning |
|---|---|
| Green | Workload ≤ (Target Capacity − Reserve) |
| Yellow | Workload > (Target − Reserve) but < Target |
| Red | Workload ≥ Target Capacity |
⚠️ Warning: If both capacity and reserve are set to 0, no workload bar will be displayed (since update on June 10, 2025).
Multi-Team Assignments & the Home Team
Employees can be part of multiple teams and receive tasks from all of them — which can quickly become hard to manage.
✨ Tip: Use the Home Team of a user as their central planning board:
-
Tasks from all assigned teams are collected here.
-
The workload bar reflects the total assigned work, regardless of origin.
-
Ideal for managing personal workload transparently and centrally.
ℹ️ Note: Alternatively, the homepage shows all “My Tasks” across teams — but without visual capacity indicators.
✨ Tips & Best Practices
-
Use “Effort (Planned)” to estimate tasks in hours.
-
Assign tasks to the correct time period (e.g. Current Week).
-
Work with week- or sprint-based rhythms (adjustable swimlane labels).
-
Consider untracked work (meetings, coordination, admin) in planning.
-
Regularly use the workload display in team meetings for coordination.
-
Use filters and tags to quickly identify overloads by person or period.
-
Use the Home Team view to get a full picture of each team member’s load.
❓ FAQ
How is workload calculated?
It’s the sum of all tasks with a planned effort that are assigned to the user and located in “Current Week” or “Done”, with the status “In Progress” or “Completed”.
Why is there no workload bar shown for some users?
If both target capacity and reserve are set to 0 in the user profile, the workload bar is hidden completely.
Are tasks outside the current week included?
No. Tasks in “Next Week” or “Backlog” are excluded from workload calculation.
Can I rename the swimlanes?
Yes. You can customize swimlane titles (e.g. rename “Current Cycle” to “Week 42” or “Sprint 1”).
What does a red workload bar mean?
The user is overallocated — planned tasks exceed their available weekly capacity.
How are tasks from multiple teams handled?
They are automatically collected in the user’s Home Team — which serves as the central place for workload display and task coordination.