People Schedule provides a clear and accurate overview of your resource utilization. Maximize efficiency, balance workloads, and leverage insights to keep your projects on track with ease. How you interpret and interact with the heatmap depends on your company's resource management setting, while general page functionality is consistent regardless of which resource setting your company has selected.
This article covers:
What is People Schedule?
People Schedule is a visual representation of team member availability. The heatmap is an interactive Gantt chart that displays resource utilization based on allocated project time or task-assigned hours for each team member and project. How People Schedule displays utilization is directly related to your company's Resource Management setting.
Review the resource management settings and determine which best fits your project and resource management style using:
With standard permissions, People Schedule is available to Coordinators and above. Custom permission profiles require Manage projects for access to People Schedule. For more information on permissions, check out:
General Features of the Heatmap
In Forecast, utilization is calculated based on available working hours and the amount of time allocated to a project or assigned on a project's tasks.
Utilization
The heatmap's cells are shaded by the color that corresponds to the utilization based on three (3) threshold values.
- Heatmap shading and threshold values do not rely on your resource management setting.
| Definition | Threshold Value | Cell Color |
|---|---|---|
| Under-booked | 92% or less utilization | partially Green |
| Fully-booked | 93 - 106% utilization | Green |
| Over-booked | 107% or more utilization | Red |
Additional Features
The following heatmap features are consistent across each of the three (3) resource management settings. Additional features are available depending on your company's settings.
- Heatmap in hours / Heatmap in %: Customize your view show utilization as time or a percentage.
- Filter: Review a subset of data, such as a team, department or project. Additional options include Require all, Exclude and Save Filters.
- Grouping: View resources by role or department.
- Eye: Show/Hide the heatmap or total resource utilization values. Legacy clients have an additional option for weekend visibility if company settings enable weekends at the user level.
- Drag/drop: Update allocations using drag/drop functionality.
- Time-off/Company Holidays: Considered non-working time, company holidays and time-off reduce project allocated hours or task estimates when booked for the same date or time period. Cells appear with gray shading.
Heatmap behavior based on Resource Management setting
There are three (3) resource management settings that Admins choose from when setting up your company account:
- Allocate people to projects
- Assign people to tasks
- Both project allocations and task assignments (Combined Mode)
Your company's resource management setting defines how the heatmap behaves. A more in-depth review of the heatmap is available in Using People Schedule.
Allocate people to projects
- Utilization is based on soft or hard project allocations.
- Time is distributed evenly over the length of the allocation by default or unevenly using manual distribution.
Assign people to tasks
- Utilization is based on task estimates or time registrations and remaining task estimates.
- Time is distributed evenly over the length of the task. It is not possible to manually distribute task-assigned hours.
Combined Mode
- Utilization is calculated as the greater of time allocated to a project or time assigned on a project's tasks, known as Demand.
- Utilization depends the setting selected for time registration handling.
Time tracking and People Schedule
Having access to accurate resource availability is is key when monitoring resources. Knowing who is available or who is out of the office is crucial to the success of a project.
Time-off
Time-off is synchronized between My Timesheets and People Schedule.
- When a team member registers time-off in their timesheet, it automatically creates a time-off allocation in People Schedule.
- Time-off allocated in People Schedule automatically creates a timesheet entry for the team member.
Check out Announcing the synchronization of time-off between Timesheets and People Schedule to learn more about this feature.
Integrations
Accounts integrated with BambooHR or HiBob do not have the option to register time-off in My Timesheets or in People Schedule. Time-off is reported in BambooHR/HiBob and synced to Forecast. Any changes to the time-off must also come from BambooHR/HiBob.
- People Schedule and My Timesheets restrict the time-off options for all users, including Admins.
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