🌟 This feature is included in the PREMIUM Plan
In this article
Set up Capacity planning
Get to know the Schedule view
Allocate time to a team member
Schedule against a budget
See your own schedule
Track time for a scheduled activity
See who is over-utilized and who has availability
Set up Capacity planning
Only workspace Owners can turn on Capacity planning. The option is available in Workspace settings.
Turn on Capacity planning
Go to Workspace settings > Feature.
2. Click the Capacity planning toggle to turn it on. The feature will then be activated for the whole workspace.
Choose who can schedule time
Next, decide who can schedule time for other users. By default, Owners can always schedule time, but you have other options available.
In the same view, find the scheduling permissions.
Select any of these roles: Admin, GM, PM, Direct manager, or All managers.
Save your changes.
Please note:
PMs (GMs as well) can only schedule for only projects they manage.
Direct managers can only schedule time for the users they manage.
To learn more about permissions and how they work in Track, check this guide
Get to know the Schedule view
The new Schedule view is where all planning happens. To open it, click Schedule in the menu on the left.
What you can do here depends on your role. Team members see what they've been scheduled to work on. Managers, and anyone else with scheduling permission, can also schedule time for others.
Team member list (left): Shows each team member. Expand a row to see the projects they're already scheduled on, or collapse it for a tidier view.
Add allocation button (top right): Opens the dialog to create a new allocation.
Add allocation shortcuts: Hover over any day to create an allocation for that day, or use the shortcut next to a person's name.
Zoom in and out: Adjusts how much of the calendar you see. Useful when the schedule gets crowded.
Board settings: Switch between Compact (a bird's-eye view of everyone) and Extended (more detail per person).
Filters (top): Narrow the allocations shown by billing, groups, clients, projects, or members.
Allocate time to a team member
An allocation is a block of time you schedule for someone to work on a project, phase, or to-do.
Create an allocation
In the Schedule view, click Add allocation at the top right. You can also hover over a day, or use the shortcut next to a person's name.
Select a project. If you started from a row for a project that's already scheduled, it's selected for you.
To schedule time for a specific phase or to-do, select it from the menu.
Choose how to allocate the time:
Hours per day, for example 4 hours every day
Percentage of the person's capacity, for example 50%
Single block of hours, for example 20 hours across the period
Click to confirm the allocation.
Time off: If the team member has time off scheduled, you'll see it in the calendar. You can't allocate time during their time off.
Learn more about managing Time off in Track
Edit or move an allocation
An allocation can be easily edited in the Schedule view:
To update it, click the allocation and change its details.
To move it, drag the allocation to a new day or time period.
Delete an allocation
Click the allocation to open it.
Open the menu under Update allocation.
Click Delete.
Schedule against a budget
If a project has a time budget, you can schedule time against it, so planned work stays within what's been agreed.
Open the Add allocation dialog.
Select the project, then select a phase.
Check the phase's budget and how much time is already scheduled for it.
Allocate the remaining time as needed, then confirm.
See your own schedule
Go to your Dashboard.
Click the schedule icon for the day to see that day's allocations.
Track time for a scheduled activity
You can log time directly against the work you've been scheduled for.
From the Dashboard
Find the scheduled activity on a specific day (see above).
Click Add time.
Check how much time is left
After you save your time entry, click the allocation to see whether any allocated time remains.
See who is over-scheduled and who has availability
Managers can check the whole team's workload at a glance in the Schedule view.
Click Schedule in the left-hand menu.
Scroll through the weeks, and zoom in or out for a broader view.
Hover over the hour count next to a team member's name to see how much time is allocated and how much is left.
If someone is over-scheduled, the extra hours appear in red. To rebalance, move or edit their allocations, or reassign the work to someone with availability.