The People Planner lists all the people in your organisation and shows their availability, over time.
The planner has been designed to help you find the right person to schedule for assignments based on how many hours they have available or their utilization rate.
How to read the planner
The planner uses a combination of numbers, colors, and percentages to indicate whether a person is overbooked, underbooked, or at full capacity.
Here's what the different colors mean:
Blue - Fully booked
Dark blue and red - Overbooked
Light blue - Has availability
Green - Has no scheduled assignments
Capacity in Hours
The People Planner shows your people's availability in hours by default. Here's an example with the assumption that a full work-day is 8 hours:
Alan is full. He has 8 hours of planned assignments.
Beyoncé is 2h over. She has 10 hours of planned assignments.
Bob has 4h free. He has 4 hours of planned assignments, and 4 hours of availability left.
Bon Jovi has 8h free. He has no planned assignments.
Capacity in Percentage Utilization
If you would rather view your People's availability in percentages, you can toggle on % Utilization.
You can also toggle on the Weekly Summary view, which shows your people's availability or utilization rates per week.
By default, the group utilzation toggle will be switched on. This enables Group Utilization charts.
When you use the Group By function on the planner, you can view high-level utilization charts for each group of people and placeholders.
Group By lets you view your people on the planner based on their commonalities. The default grouping is "All" which shows everyone on the planner.
You can also group your people by their role, team, employment relationship, and people tags.
Sort By lets you sort the order of the people as they appear on the planner.
For people, choose from availability, alphabetical order of the first name, role, or team.
For placeholders, choose from project name or the placeholder's start date.
Note: The order of availability is determined by the total available hours in the visible period on the timeline. You can adjust the period and then refresh the availability by clicking on the refresh button.
Adding a project to a person
To add a project to a person, expand the person, then click Assign Project.
You can choose any project and can change the person's role for that project from their default role.
Searching and filtering
Using the Search people... field, you can filter the people list by
You can also use the star icon to see your favorite people.
For more information see Searching and filtering projects and people.
Expand on each placeholder role to see what assignments have been planned and for what project.
To assign a placeholder assignment to a person:
Expand the placeholder and filter by that role. A list of all the people with that role will appear and you'll instantly be able to see who has the appropriate availability for the assignment.
Transfer the assignment to someone