The Scenario Toggle / Tentative Toggle (the Toggle) lets you include or exclude workload added to tentative projects when calculating availability or utilization in the People Planner, in the Charts and all relevant metrics in Reports.
If you are on the Standard or Advanced Plan, you will see the Scenario Toggle at the top of your Planner and Reports:
For the Lite and Legacy Plans, you will see the Tentative Toggle:
When turned on, the workload of all tentative projects is included when calculating the availability/ utilization on the People Planner. The tentative projects are also visible on the Project Planner and Reports
When turned off, the availability/utilization displayed in the People Planner will only factor in the workload added to confirmed projects. The tentative projects are hidden on the Project Planner and Reports
⚡ Pro Tip: We recommend keeping the Toggle on most of the time, so all tentative projects are visible in the Project Planner. Turn the Toggle off only when you just want to focus on the confirmed projects. By default, the Toggle is turned off for all users.
View the capacity impact of all tentative projects
From the People Planner
In the example below, when the Toggle is turned on, the Design Team are less available as the workload in the tentative project is included in the availability calculation:
Under the Utilization display mode, you can quickly see how the tentative projects are driving utilization per team or per role:
From Charts on the Project Planner
When you turn on the Chart and the Toggle, all tentative projects' workload will be included in the Chart's calculation:
Changing your tentative project plans in the Project Planner with Chart turned on lets you view changes in workload vs. capacity in real time.
Learn more about how to use Charts.
From Reports
You can turn on all tentative projects to see how the metrics are affected in Reports:
For example, turn on the Toggle to see how this affects the forecast utilization %:
Quickly view the capacity impact of specific tentative projects
If you want to quickly view the capacity impact of a few tentative projects without saving a Scenario, you can use the Tentative Toggle under each Project or each Person. Please note that the selection of tentative projects will not be saved if you did not create a scenario.
This isn't ideal if you need to create a scenario across multiple tentative projects. In that case, please create a scenario based on filters.
Example 1: View the Project Timeline and Chart simultaneously
I want to review my project timelines and decide which tentative projects to include in my workload vs capacity calculation.
From the Project Planner, turn on the Toggle at the top of the Project Planner
Turn on Chart
All tentative projects' workload and timeline are now visible
Turn off the Tentative Toggle under each tentative project to exclude its workload from the Chart's calculations (or turn it back on if you want to include its workload again)
On the Project Planner, Tentative Projects that are not toggled on will be greyed out, and their workload will not be included in the Chart
For Standard or Advanced Plan customers, a side panel will pop up, prompting you to create a scenario. If you don't plan to create a scenario, just leave the side panel as is, and X out from the side panel when you have finished toggling on / off the projects.
Example 2: Review how the tentative project's workload affects an individual person's utilization / availability
I want to see what Tatiana's availability would look like if she were not taking on all the tentative projects assigned to her.
From the People Planner, turn on the Toggle at the top
Expand a person, and all tentative projects assigned to them are now visible
Turn off the Tentative Toggle next to each tentative project's name to exclude its workload from the availability/ utilization calculations:
Note that this will include or exclude the entire tentative project's workload for all project team members in the calculations. Currently, it does not support including or excluding only a specific person's workload within a project.
For Standard or Advanced Plan customers, a side panel will pop up, prompting you to create a scenario. If you don't plan to create a scenario, just leave the side panel as is, and X out from the side panel when you have finished toggling on / off the projects.