Plan future work before it becomes a scramble

The earlier you block time against a project, the less likely you are to hit a conflict when it kicks off. Even rough allocations help protect capacity, they signal intent and protect your best people from being pulled in too many directions.

• Add allocations based on the type of work required (even rough blocks are better than nothing).

• Assign to team members or use placeholder resources if the person isn't confirmed yet.

• Mark allocations as billable to understand the revenue value of your pipeline.

• Color-code by work type (all design = pink, all research = green) so the schedule is readable at a glance.

A quick check of who's already committed before you assign anyone saves hours of rebalancing later. Red means stop, green means go — knowing this before you plan prevents you from building a schedule on top of a problem.

• Red = over-capacity, green = available capacity remaining.

• Check the People tab before making any new assignments to avoid invisible overload.

• Use this view to identify who consistently has room and who is consistently maxed out.

Waiting for confirmed headcount before you start planning means you're always behind. Placeholder resources let you map out what a project needs by role, so when the right person is available, the plan is ready for them.

• Add a placeholder by role (e.g. "Senior Developer") when a named person isn't confirmed.

• Transfer the placeholder to a named resource using AI Smart Scheduler when ready.

• If no one is available, the placeholder shows you exactly who and when to hire.

Tentative projects let you model the impact of potential work on your team's capacity before anything is confirmed. You can compare scenarios, stress-test your bandwidth, and make a confident yes or no decision rather than guessing.

• Add tentative projects to map out potential wins without impacting live planning.

• Add allocations to tentative projects to understand what resources they'd require.

• Compare scenarios side by side to choose the most realistic plan.

• Convert to a live project in one click when confirmed.

An allocation without linked tasks is a block of time with no detail behind it. Connecting tasks to allocations means your long-term plan and your day-to-day workload view stay in sync, and nothing falls through the gap between them.

• Link existing tasks to an allocation to define what's happening inside that time block.

• Create new tasks directly from an allocation, or let AI generate suggested tasks automatically.

• Linked tasks appear in the Workload Planner, giving a day-level view of each person's commitments.

The Insights bar surfaces the financial and capacity impact of everything you've planned — predicted revenue, remaining budget, how close you are to peak. Use it before any major sales or staffing decision so the answer is based on data, not instinct.

• Open the Insights bar to see predicted revenue, remaining budget, and availability across planned work.

• Use it to validate whether new work can be taken on without overstretching the team.

• Review before any major sales or staffing decisions.