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.

  • BeyoncĂ© 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.

Weekly Summary

You can also toggle on the Weekly Summary view, which shows your people's availability or utilization rates per week.

Group Utilization

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

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

Sort By lets you sort the order of the people as they appear on the planner. Choose from alphabetical order of the first name, role, or team.

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

  • person name

  • client name

  • project name

  • team name

  • tag

You can also use the star icon to see your favorite people.

For more information see Searching and filtering projects and people.

Placeholders

Expand on each placeholder role to see what assignments have been planned and for what project.

To assign a placeholder assignment to a person:

  1. 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.

  2. Transfer the assignment to someone

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