Workload Planner
Where to find it: Sidebar > Work > Workload
The Workload Planner is where you turn weekly priorities into tracked assignments. It’s the bridge between “what needs to happen this week” and actual time tracking.
This page is hidden for the Accounting role.
How It Works
Each week starts on Monday. The planner shows all work items (assignments) for the selected week, along with who’s doing what and how many hours are planned.
Week Navigation
Use the navigation in the header to move between weeks. Weeks are anchored by the Monday date.
Three View Modes
Toggle between views depending on what you need:
| View | Best For |
|---|---|
| List (default) | Compact spreadsheet-style table. Ideal for production meetings and quick scanning |
| By Person | Groups assignments by team member. Good for checking individual workloads |
| By Project | Groups assignments by project. Good for seeing how much is planned per engagement |
Team Capacity Bar
A sticky header shows each team member’s booked hours vs. their capacity (e.g., “David 12/40h”). Team members who are over-capacity show their hours in red.
Click a name in the capacity bar to filter the list to just that person’s items. Click “All” to clear the filter.
Adding Work Items
To create a new assignment:
- Click the add button
- Choose a Project (required)
- Link to a Task when possible — this connects the assignment to a deliverable so time entries map correctly
- Set Assigned To, Priority, Estimated Hours, Due Date, and Notes
Priority Levels
| Priority | Meaning |
|---|---|
| Urgent (0) | Must be done today |
| High (1) | Critical for this week |
| Medium (2) | Standard work |
| Low (3) | Nice to have |
Completing Work
When you finish (or make progress on) an assignment:
- Click the checkbox on the work item
- A modal opens where you enter the hours worked (pre-filled with the estimated hours)
- Choose one of two options:
- Log Time — Log partial time. The item stays open for more work later
- Complete & Log Time — Log time AND mark the item complete
This modal-based flow means you never leave the Workload Planner to log time.
Multi-Session Tasks
For tasks that span multiple days, use “Log Time” (without completing) each session. When the work is fully done, use “Complete & Log Time” on the final session.
Smart Date Defaults
When completing items from a previous week, the time entry date automatically defaults to Wednesday of that week (not today). Current-week items default to today.
Importing from a Spreadsheet
You can import the Monday Priorities spreadsheet using the CSV template. Each row becomes an assignment, and the system tries to automatically match projects, people, and tasks.
Moving Items to Next Week
If a work item isn’t finished by end of week, use Move to Next Week rather than duplicating it. This keeps the history clean.
Tips
- Always link work items to tasks when you can — this keeps time tracking and billing connected
- For retainer projects, link to a task on the retainer project so usage tracking works
- The quick-create task feature is convenient but use it sparingly — tasks created this way have no hour budget, which can cause tracking blind spots
- Milestone flags appear on work items whose task list has an upcoming milestone