Transcript for the video '[March 2026] 5 Tips + Tricks: Resource Management':

Alright. I think we have a good amount of people who joined. Let's go ahead and get started. So before we, start this, we're just gonna briefly introduce ourselves. For those of you who haven't met me before, my name is Helen. I'm part part of the customer education team here at teamworks dot com. I spend a lot of time working on training and learning resources to help teams get the most value out of our platform. And I'm joined today by Jeff, one of our resource management experts, who will be walking through the practical step practical sides of these best practices that we're gonna cover today. Jeff, do you want to quickly say hello? Yeah. Hi, everyone. Yeah. I'm I'm also a customer success manager here at Teamwork, so my job is also to onboard users on Teamwork on various matters. But this would be one of the big ones that we do all the time, which is resource planning. Great. Okay. Let before we dive into today's session, I just want to quickly take some time to kind of talk about why resource management is such an important topic. So for many teams delivering client work, resource management sits right at the center of everything. So it affects, like, whether projects start on time, whether deadlines are realistic, whether teams feel, like, balanced or completely overwhelmed. And working from, working with customers, we see a few common challenges come on coming up again and again. So maybe you're not always sure who actually has capacity to take on this new work, or maybe some team members are overloaded while others are still like, they still have room in their schedule. Sometimes projects get delayed, simply because the right people weren't planned for early enough. And there's also that bigger question, are we operating at the right capacity as a business? So, that's exactly what today's webinar is designed to help with, and we're going to go walk through a practical framework for resource management so you can plan work earlier, balance workloads more effectively, and gain better visibility into how your team's time is being used. So before we dive into our today's agenda, just a little a few quick notes about today's session. First, feel free to ask questions anytime using the q and a panel. We ask you to put your question into the q and a because we can track that, and we can make sure to address your questions. If it's being put into chat, we might miss it. We'll try to answer them throughout the session, and we will also leave some time, at the end for questions. You can also share thoughts or experiences in the chat. We always enjoy hearing how different teams approach, resource planning. And just a reminder, this webinar is being recorded, so you will be able to watch it again and share with your team afterwards. And if we can move on to the next slide, please, Jeff. Yep. So, yeah, the webinar is going to be recorded. I've already covered that. Okay. And to the next slide, which is our agenda, so this is what we will cover today. So first, we will talk about setting up the right structure for resource management. Things like roles, skills, teams, availability, these are the building blocks that everything else relies on. So very important piece. And then next, we will look at how to plan future work within, using the resource scheduler. So we can forecast upcoming demand, reserve the right people early, and identify potential hirings or capacity gaps. And from there, we will move into short term workload management using the workload planner to plan just day to day capacity and or adjust quickly when priorities change. Finally, we'll explore utilization insights and reporting. So you can basically connect everything together, and you can understand how your team's time is actually being used. Cool. With that, let's start with our first step, which is setting up the foundation for resource management. And, Jeff, over to you. Yeah. I think we'll get to that. I wanna just start off with just a question we get quite a lot, and I think it's good to start with this. I feel like a lot of people ask this all the time, what's the difference between the schedule and the planner? Now on this call, I'll go into these sections properly, but I think it's good to have this in front of you. When we when we discuss the scheduler in Teamwork, that is what you do your, as you can see, your long term forecasting. It's your high level stuff. It's your, like, almost, like, soft bookings. You're just you're not going to the granular level. You're just deciding from there. It'll help by doing this. It helps you, like you said, how do you identify who you need to hire or what you need to sell, if there's any gaps or if there's anything in your if there's any missing resources you need to maybe bring in or maybe you need to hire more people, or if you can or can't do this project before it goes ahead, and we allow you to do that there. And the planner side of Teamwork is actually the the real work, the tasks that you you give to your team, and that makes that allows them to track their capacity day to day and week to week, allows you to kinda really look more detailed and more granular at everything, and then, obviously, like, allows you to change and move things around within the planner based around actual work. So I'll I'll be referring to these kind of a lot on this call, but scheduler is planned and and soft bookings. Planner is actual bookings and tasks and things like that there. Okay. So what I'll do there is I'm gonna go into my site. So the first tip is really around the foundation of setup. So that's going back, right, going back to your people section at the very beginning. And there's a couple of things in here now we've added recently and maybe haven't seen before, and it's good to get a good understanding of those. So the first one really is the rules. So, really, what rules are, it enables accurate filtering and talent selection and capacity forecasting, but it's it's someone's, like it's what people do, their function or their discipline or, like, their job title. As you can see here, I've got someone's job title. So if I'm looking later at the schedule workload or utilization forecasting, I can see, oh, maybe I have a back end developer I need, or maybe I need a new back end developer. So that's something you can set up now for your team. The next to that is another new feature called skills. And it's some it supports, like, smarter assignment for tempted plan and scaling. So if you can imagine you this is seventeen people, I'm quite lucky. But if you if you have maybe two hundred to three hundred users, you don't know everybody individually, having people's skills is a really good way to match skills with tasks. Like, I need someone that's that's good at HTML, so therefore you can come in, and I'll show you later that you can filter by skills, and you can see who you can you can assign work to based on their skills. But definitely something to look at is roles and skills here. The next one is actually along here, and it appears not on my one. It appears on the next slide. It's actually setting people into teams. Now teams allows you to group people into, like, delivery units or into to different grouping. As you can see online, I've got a group of engineers, a group of marketing, a group of consultants. Again, that works on the schedule and the workload on our reporting, but it would allow you to to to group together individuals and then plan based around teams and filter based around teams and ask questions or assign people based around teams. So they're the big ones. And next one is your utilization target, which is called billable target. Basically, this sets, like, productivity expectations, and it would, like, support performance reviews. The idea being if I have it at eighty percent is I'm saying, okay. Well, eighty percent of this user's time should be used up by logging time and teamwork. So it allows you to track people, allows you to understand whether they're meeting their expected workload or not. So it's a big thing to look at, and I do believe, obviously, these are features we've added or things that people maybe skip when they set things up, but it's a good thing to jump back in and have a quick look at. You know? So I always say, like, roles is what people do. Skills is their just is what they're capable of, and teams is who they work with. They're the three. And then, obviously, utilization target. Now when we go through to the couple of next skills and next tips, you'll see how this works in the planner and how I'm gonna use all of these, especially with rules and things like that there. But it's good to maybe go back through and review that there. Is there any questions coming in, Helen, or anything for that so far? Don't think I see any. I don't see any at the moment, but just want to quickly call out that, like, these roles, skills, and teams, like, really helps you understand, like, what people do, what they are capable of, and then how they are organized within your delivery structure. Big like and then these information becomes incredibly valuable when you are assigning work, forecasting capacity, and then, like, everything you do with resource management. Exactly. Yeah. It's great. So even it sticks to the next step really is kinda sticking to the same area. I know there's gonna be some things I will mention here but show you later in different sections. But first one really is going back in and looking at the working hours of a user, because this is this is gonna help you define the availability of that user. So I will show you where to get that so I can check on Alex, and I can edit Alex. You wanna look basically at their working hours here because that allows you when you're doing your capacity planning to really make sure that, like, their their their availability is accurate, you know. My tip here actually is that if you know that someone takes a thirty minute lunch every day, you can maybe include that and just have that come out just logically. They're definitely gonna be out thirty minutes every day. That's something you could do. But it lets you understand how many hours people actually work, and then and you're gonna, again, all the way back to to basically allowing you to do accurate capacity planning, and and your utilization's gonna be much more accurate as well. And then the next one really is something we're gonna talk about later, but it's it's called time off. So, again, another way to accurately get a grasp of of of your user's availability is our feature that allows you to basically set holidays. I'll actually show you here. Oh, excuse me. It's to set holidays based on people's locations. Oh, there it is. Sorry. Forgive me. So allow what that allows you to do is group people together based on their location and include time off. As you can see here, I can add time off for Andorra, and it will give me all of their days off and assign that to those people. And, again, that's gonna accurately reflect on the planning sections and give you even more accuracy around your around your your planning and your resourcing. That's one to do as well. The next one is unavailable time. Again, it's something to think about is we're going to be showing that in our in our schedule scheduling planning section about unavailable time. But, basically, it allows you to capture actual commitments and reflect, like, non project time in capacity planner. So it's something to think about now, but I'll show you it later. And the final ones for this bit is the calendar sync. Now it's something I'm really excited about because I've been waiting for this, and everyone's been asking about it. Users are now able to sync their Outlook and their Gmail calendars to Teamwork, which again would accurately reflect their availability on the planning sections that we're gonna show you. So in the home section, I can come in on my calendar, and I have synced it up with a fake Gmail calendar. I wish I was this quiet. But what that allows you to do is it'll accurately pull in events that you're part of that may may or may not be related to Teamwork. And that, again, allows you our new feature allows that to pull into the workload planner if there are meetings. So one of the rules with the the calendar sync is that if there is more than one participant on the meeting, we will pull that into the workload planner as unavailable time. That's a really good thing to do. So if you wanna maybe chat to your team or chat to everybody and say, well, do we wanna sync our calendars? If we do, that's gonna give you even better accuracy on your availability, on your planning. When you're planning for for actuals or when you're even planning for your your schedule planning, your soft bookings, that's all gonna be included. That's why we we would ask you to do that. But it allows you to again, it's real world commitments versus actual teamwork stuff all combined in, and then you're gonna get the most accurate capacity planning you'll ever have. So is there any questions on that one? Yeah. We have a couple of questions. The first is a quick one. So how accurate does the working hours need to be? Well, it depends exactly where do you wanna obviously, now that we have that workload, now we have the calendar sync, I suppose that's gonna even make it even better if you if you really it depends how how close you wanna get. You know, I know I have some people here, like, we long time on everything. So, you know, I know lunch is logged, everything's logged. We just have to have, like, a eight hours logged every day. Then you wanna make your your work your working hours absolutely accurate. If you do have some leeway in there and there's a bit of a target but not something you're related to, then you can be a little bit loose with it. Like, seven point five, maybe they take a forty five minute lunch. It doesn't fully matter. But if it's if that's how you wanna do it, it it just depends for me if that helps. Cool. Thank you. No problem. And then, Alexandra is asking this is a long question. So if someone works four days a week, Monday to Thursday, but due to project requirements, they agree to work on a specific Friday or shift the off day from Friday to another day, how do you reflect this from the planning tab? So from the planning tab, then you would work with our unavailable time. I do believe that would be slightly different than in the working hours. Unavailable time allows you to and I will show you when we're in there is it allows you to set out of office for the whole day, for example. So you could maybe build something in there that would put that user out of office on Fridays instead, and therefore, you can move that around or remove it when needs be. But we wouldn't the good thing about and you'll see it way and the last part is the the or maybe a little time will kinda be taken into consideration when you're calculating someone's utilization because it does say, oh, well, they're unavailable. We know not to include that, so it won't mess up your stats. But if you do have someone who's a bit maybe part time, but it shifts and moves, maybe you wanna rely on the unavailable time option. I'll show you later. That's what I would do. Cool. Thank you, Jalf. We will hold on to these questions for now as we will cover a little bit more of some of that into in our next couple sections. I think we have one more thing before you before we go into actually doing the resource management. So what what else we're missing? Yeah. So the last part is, like, the financial and the permission setup and team work. And, again, it's just something to consider. So we have a look. As you can see here, there's there's there's billable rates and there's cost rates for users. Now that's gonna give you, like, accurate margin, budget, and profitability analysis and under and help you understand the cost and revenue impact of resources. So if you come in here and you set up someone's cost rate, when we're doing the schedule planning, it's going to be able to tell you, okay, well, based off what you think is going to happen, it'll cost you this much. This will generate this much revenue. Or based off what you scheduled for Andy here, if that's on a project with a budget, we're gonna be able say, okay. If that becomes real, this is what it's gonna be doing to your budget. It's really important to maybe have a look at these again and and maybe look maybe add them in this time just so you can get accuracy. Sometimes I know people that don't even use budgets, but they do have this because they still wanna work out how much things are costing. So it's a really nice little feature to use, or or how much would would we be charging if this was billable work, things like that there. The other thing is permissions. Again, for for teamwork is that in the planning section, a user can access the planning section, but they will not get access to the schedule planner. That's your soft booking area. However, they can do if you update the permissions, so view resource schedule. So if you do think there's a user, maybe we'll but they would they would wanna be involved in that process, or we'd like them to be included in our scheduling or our soft bookings, you can do so in by turning on that permission. And again, it get makes it ensures the right people can view and manage planning, and you're getting the right people involved. And then the last one is is project level permission. So again, it's always having a quick look again just to make sure that we, for example, can see and do different things on a project. So it's a nice thing just to review again. You wanna make sure that the person who's involved can see and have visibility over project work and assignments and things like that there. Oh, so that's our that's kind of our people section done. So what we'll do now is we'll we're gonna head into actually planning. And, again, I I will probably repeat myself, but the schedule planner is where we'll start. Now this is where I said you would do soft bookings. Okay? And this helps you understand your stream of work months or quarters in advance. You know, it's supposed to be for that, like, six months out, couple months ahead of the work actually becoming real. You would come into your resource schedule, and this is where you would live. Now one thing I will say and I love about this area is it's a little bit of a playground. Adding allocations for users and adding things in this section does not notify anybody. It's not gonna ping someone and say, hey, you've been allocated six hours on this project. It's it's going to just be for you to see what would happen if this was real. That's the best way to put it. So the first thing is, basically, forecasting resource needs for future work. So in Teamwork here, you have your your project and your people section and, say, advertising campaign. What I can do is I can add allocations based on the type of work required and assign them to different members of the team. So I've got Emma here who's been assigned brand identity refresh. So I'm being kind of vague with the work. I'm not saying, oh, that's they have to do this bit, this bit, and this bit. I'm just saying that, okay. For fifteen, I need fifteen hours worth of brand identity refresh. I can allocate that in, or I can add extra allocation for the users at any time or even add it here. Biggest Okay. So that allows me to see on a project what I want to happen on this advertising campaign. However, there's a people tab here as well that I can jump into, and I can keep track of the team's capacity based on these allocations. So based on what I've allocated for, say, for example, Dee, I can come in here and say, okay. Dee's working on several projects. Soft bookings, as I said again, and I can see what that would do to her capacity. If it turns red, like Alex here, that means someone is overcapacity. So even before Alex knows, and maybe right away, you're like, okay. Alex needs some help. You know, maybe we can't assign that to Alex. That sprint work can't be done by Alex because it's gonna push him way over his time. As you can see as well, one thing I've done is I've color coded the allocations. It's a really good way of making this view a little bit nicer on the eye, and the the colors could correspond to the types of work. So it could be design work as pink, research work as green, and then if somebody has glance at this, it's much, much easier to see. Another thing you can do is you can mark these allocations as billable. So if I create an allocation, I can mark it as billable, and that will do what I said earlier with your rates. That will say, okay. If that was a eight hour task that day, let's and it's assigned to Alex. Let's take Alex's rate, multiply it by eight, and it'll tell you what the revenue will be based off of that. So you can do all of that in the planner. Any questions there so far? Anything? I don't have any questions yet while I was saying that. There is one question coming in. So a customer is asking, why would you do, the, like, the thing that you did in the scheduler instead of the workload? If you already know all the information, you would usually put into a task, who's gonna work on it, what's the project, and then a task, the estimated time, and the start and end date. So, like, it kind of going back to, like, what's the difference between scheduler and Yeah. I think that's really good. I actually think if you do know that, amazing. You can skip the scheduler, you know, if you know exactly what you what you're doing. It's for people that maybe don't know yet. They they know how many hours they have, they don't know how many hours they'd like, but they don't know the tasks yet. So but and that's why we say this is for more, like, couple of months out type level of work where you're, like, can maybe someone says to you, oh, we may have a deal coming through that's gonna become a project. Do you think we have the resources? Do think we how much do you think we should charge for that work? You'd come into the scheduler without bothering any of the users with the signing tasks, and you could build that out for them. But I think you're right. If it's if you do know it, great. You know, create the project your way. This area is for soft bookings. You don't know yet. You're not at the granular level of tasks yet. You're just thinking about it. You're maybe just plotting. I know the larger companies with with many, many users really lean on this because they haven't decided. It's it's a longer process to decide who does things, and I can show you what how that would look in here as well. And that's it. So so but like I said, like, what you could do is as well is is it when you're ready to to to maybe say this project already exists with tasks on it, you can link existing tasks to the allocations to maybe, like, make that next step. You you've done the soft bookings. You think, okay. A project exists. These agile software tasks allocation is actually gonna be made up of these, and that would then link those tasks to this to this allocation, assign them to Alex on the project, and then your way. So there's a little bit of a connection there. But, going back, it's all about the soft bookings at this stage. Cool. Thanks, Josh. So from my personal understanding, like, I take scheduler as planning work for the future, and then workload is for work that's happening here and now. So, like, as Josh said, like, the scheduler is you can actually treat treat it, like, see it as a playground where you want to test things, where you want to try, and see if you can take another project in the future or, like, you you can definitely play around with that with the tentative projects and, like, these allocations and stuff. So, like, really think of it's, like, do you allows you to like, the resource schedule really allows you to book or, like, to plan things month ahead and, like, starting like, start planning that work that's coming down the pipeline. That's perfect. Cool. Oh, I don't there's one more question. So Alexandra is asking, I can't see the people in the schedule projects. Oh, so the people yeah. This the project and the people. So he can see the people part. You can't see the people part? So the I will say forgive me. The the people tab is a scale only feature for anybody that's on the scale plan. So if you're on grow or anything below that, you will get your projects tab, but the people tab, unfortunately, won't be there. It's probably why, perhaps, it's not. I mean, no. But we wanna talk as well, like, obviously, when we go back to the beginning, I mentioned roles and skills. So, again, this is where this comes into play. Because what what happens if maybe on the on onboarding, you don't know who is actually going to do the work, but you do still wanna schedule it in. You wanna schedule a time for that. We have an option here for add placeholder, and that will give you the roles that exist on your site. That allows you then to say, want a back end developer in here, and you can still allocate time for that back end developer, and that would still and then we'll just be very big with this, as I said. It's not allocating to a person, but, again, it still lets you plot and plan around things you're working on without having to decide yet who is it gonna be, because exactly you don't know yet, you just know that's the role I want involved in that work. That's a really nice nice feature, and it'll it's it's a high level planning that that that it's the it's like a team assignment, but you haven't decided yet. And, again, what's really cool is in Teamwork, you can then go, okay. I'm ready to assign that person. That will bring you into the people section and show you all of the back end developers along with their availability. But I wanna show you this cool feature, which is our AI smart assign. This is new, so what you could do is you could actually click this, and it'll basically suggest people based off your allocation here. So this is going, okay. These are our back end developers. Here, who's free? And it says, looks like there's two people, and then you could then assign it from there. Now what would what might happen is if you say, I need a back end developer on this role, you come in here and everybody's fully booked, that would give you emphasis to go, we maybe we need to hire a new back end developer if this work has gone ahead. So, again, it it helps you with hiring and and and things like that there, and it helps you prove to people that this work here is gonna put us overcapacity, therefore, we need someone else. But that's what role's based in. Now if we go back to skills, we mentioned skills earlier. If you imagine, well, you maybe have another look and say, well, I don't know who's gonna do this work. In our filter section, we allow you to filter by skills. So, again, if you're someone that says, well, I need someone that's good in HTML, you could filter by that, and it's gonna give you the person with that skill and, again, allow you to accurately plan. So it's for those larger companies with large amount of users, skills is so vital because it does let you then check who it is. If everyone has skills, then you could do that without having to go that person's desk and ask what they're good at. You would just be able to schedule that in around that person's skills as well. Cool. So another thing we've added now, I this is a new feature that's great, which is if you have a look here, these are real projects that exist on the site, but you see this tentative option here. We allow you now to add tentative projects. So if it's a real project, it exists on the site, and every user can usually see it if they're part of that project. But we allow you now to do tentative projects, and it basically allows you to map out potential work to understand, like, the domino effect, as you say. So you could add a project from this section, and you could mark it as tentative. That means there's a clear indication on that project that it's not real. Even though it's six months out, like we we said on here oh, that's the list. Even though it's six months out for this request, it's still tentative. So it's sort of a nice marker to say, listen, we're planning this. This isn't even in the this is way further out. But, again, it gives you more accuracy and allows you to compare. If you're doing client work here, you can say, well, this is gonna push say, you wanna look at Alex again. Alex is overcapacity, but one of these is tentative. So you know, okay. We'll probably can't go ahead with that because Alex is gonna go way over based on tentative work we've given him. So, again, it's another layer of bonding that you could even do. It's a nice feature. And our new tentative projects do also feed into the workflow planner as well, which I'll show you. Cool. And that's basically, like, scenario planning. And then good to good is is once if you are happy with it and it's good to go, you can mark that project as active. Let's go back here. From here, you can act it as active as well. Oh, sorry. From here. And that would set it as confirmed, and therefore marked as active, and then you can go ahead and start going ahead with the actual work. So I don't know if you've seen as well, but along the top is these things called insights. Now, again, this is available on the scale plan only, but it allows you to understand the business impact of your future work. What we've been looking at so far is the, like, the user impact. You know, how does that affect users availability and things like that there. But, again, going back to when we set our rates and our and our cost rates, when you're on a future projects, the insights bar let you know the key metrics, like predicted revenue, remaining budget, and how much availability remains. So based on kind of all of the stuff I've put in now this isn't filtered, so it's gonna give me everything. Every project between March and April, if these allocations are accurate, it's gonna generate this potential revenue. So, again, let you plan ahead. Maybe you do the revenue, get it all set up, and then you know what you can budget. You know what you can put in your budget for the client, or you know what you can quote to the client. And it basically allows you to never lose track of, like, the bigger picture, and allows you constantly to, like, well, if this happens, this is what we're gonna make. This is your availability. And I quite like this feature, and I don't know if I have an example of it. Yeah. This so I can actually compare that. If there's a budget already set on the project, I can see that the by if these allocations become real, it's gonna use twenty four percent of my budget so far. So you know you can put more allocation in. Again, all soft planning, all the way before the actuals, and that's what that is. That's that's the scheduler. When we're talking about the scheduler, I always I will refer to this later. It's all about the word allocation. That's what you gotta remember. That's the allocated time. That's just the schedulers. When we get into the workload next, that's the estimated time. So we're allocated versus estimate. Again, I will repeat that. Sorry. But I like to bring that up a lot. Cool. Thank you, Dov. We we have a couple questions related to the sched the resource scheduler. So going back to Alessandra question, so it's not the people tab. So the customer is asking, how did you get the people to show up in the projects? Oh, forgive me. Forgive me. Yes. Oh, yeah. Sorry. That makes more sense. That okay. So it's just fault. You're no. You're okay. It's just here. So just below the the project when you're looking at it, you can add people. Now what's good at once again, they don't get notified, so they won't get worried. Like, oh, why did you have to do this? I don't know what this is yet. This is the ability to add them in here for the end, which would enable you to then schedule them in the in the the project. And if it's a existing project Will the people automatically pop up if they have added people to that project? Yes. If there's people on that project, the people who've been added will be the ones that pop up. If it's a tentative project, it would chewy everybody, but yeah. Perfect. Cool. And then the other question is about the placeholder the differences between placeholders versus peep the actual people. Can you, like, just basically Go that again. Yeah. Go through that again, please. Absolutely. No. You're fine. Absolutely. Yeah. So if you think of people, they are actual users on your site. However, if you look under me and Alex, our roles is put as back end developer. So what if you don't know if it's gonna be job for Alex? You won't you haven't decided yet. That's what a placeholder's for. So, well, I know I need a back end developer. Don't know who yet, but I wanna work out how much of, you know, what we could do with the back end developer on that project. That's the difference between people and placeholders. So you think that's the users on your site, these are your roles on your site, and that's the difference. And then the scheduling general is For, like, projects level planning. Right? Yes. Yeah. Absolutely. It's high it's high level. Yeah. It's high level, but it's all about project planning. And there is a people planning, but, again, that's related to projects again on that site. You may have noticed as well that our unavailable time will also be included here as well. Now that works on the workload as well, but unavailable time is included here as well. I think if my connection is there, my meetings and my calendar is also gonna show up for me, so I've got it turned on. And then, also, you'll see this little symbol here. That's the time off I was talking about earlier. So I've said that Josh is based in Ireland, which I am, and then I know I have the Monday off. We put it in as time off. That'll also be included. So then that will accurately depict that and push things to the side, and that works really well in the workload panel as well. But that's the things we talked about earlier on this screen, but they work on the planner as well. Cool. And then going back to a question that was previously asked. So there are the customer is asking, there are billable rates and cost rates, but is there a way to add the actual number of hours allocated to a particular resource? In the budget, yes. You could set a budget of a on a project to an hourly budget. Would that be what you mean? Like, a time budget? So I could say, well, this project here has eight thousand hours allocated to it. You can actually do that in the in the budget for the project. Or something we will get to later, there is an overview section that will add up all of the estimated time on a project and tell you the total for that project based off tasks. And then if Oh, that makes sense. If they're talking or, like, talking about planning these hours, can they plan out those hours, like, with the tentative project? Yeah. Tentative project works as well. The good thing about a tentative project, and this is also new, is that it basically acts like a real project with every available option on a real one, budgets, assigning tasks, schedule, all of that stuff, but it's marked as tentative. So, absolutely, you can. Cool. Thank you. Cool. Let us know if that's all that answers your question. Yes. Sorry. If not, like, yeah, please follow-up with that. Yeah. That's fine. Thank you. Cool. Okay. That's we we have a couple more, but we will probably leave that at the very end. And just interest of timing, like, we can move on to the next part, which is actually using the workload planner for plenty work that's happening right here now. I love this section. So that that's it. So, essentially, your your allocation starts here. Then they become tasks. Those tasks become real work, and that is where your workload planner comes into play. So first of all, the rule with the workload planner is and this is the kind of the thing I always kind of have talked about, is that the workload planner, your tasks need to have a due date, an assignee, an estimated time, the three. If they have those three things, it's gonna populate the workload planner for you. There won't be any extra work needed. It's just gonna fill us in. That would be great. So when you're creating tasks for your team or you've got a template you're building for your tasks or your projects, make sure you're thinking about due dates, make sure you're assigning it to the users, and make sure you're adding estimated time, and that allows this to populate for you. So you saw MeetMe scheduler. I had to sort of manually add the allocation. With the workload, it prepopulates based on your tasks that you build in your project. Now nothing changes in terms of same similar to the work the schedule planner. Anything that's under capacity is blue. Anything that's overcapacity is red. So right away, I can see straight away that d is in a little bit of issue here. I can pull this down, and I can see the task that d is assigned, which is pushing her over her capacity. So that's how it's calculated. So what they do is if there's a ten hour task here, it takes the ten hours estimate time and divides it equally between the days and calculate that side. Now that's not obviously maybe we wouldn't assume they would do the exact amount every day, but it's giving you that level of, like, okay. If in this situation, they have ten hours to do it, this is exactly how much time we give them over those days. So sometimes it's nice to do that. But what you can do is you can expand these cells, and you can actually see the different work that's causing up the the filling up the capacity. You can actually click on the task as well, and you will see the task details as you would in any other part of the site. But, again, we go back to maybe teams, for example, I mentioned earlier, or roles again. What if you only wanna see the capacity of a certain team? You come in here and say, well, I only care about the engineering team at this point in time. Again, that allows you maybe if you're having a meeting with the engineering team, you can have this on the screen. It's like, okay. How's everyone's week look? And you can actually see it in front of you. You spot any red, you can address that on the call or address it in the moment. So that's the thing. Scheduling is very early planning. This is real work, as as Helen said, that's happening now. So it gives you that ability to adjust and to to, like, to work on this as you're here. You can filter by roles as well. You can filter by skills. You can filter by tags, project tags. You can really nail down in this section as well. Cool. So here's a little tip I give as well. So I mentioned that you have to have estimated time, you have to have a due date, and you have to have an assignee. If you don't have those on a project, and again, it could be because you haven't decided yet or you don't know, there is an unplanned tasks button here. And what that's going to show you is everything without a filter, it's everything on the site that hasn't been assigned yet. If we come over here, you can see that this has been assigned and it's got a due date, but it maybe doesn't have estimated time, hence why it's not pulling through. But if I look here, I could probably come in and say, essentially, it's not the first time. I can come in and say, okay. Well, Charles is pretty free. Could I drag in? Or I'll say even Dee. Dee has a couple of free times there. Maybe she can do this job here. Then what it will do is it'll ask me for the information that's missing. So the estimated time is missing from this. So it'll say, okay. How much do you think this will take? And I can do that. And then that's gonna reassign that task to d and auto populate the the the capacity. So you're getting real world feedback, real actual live happening. A nice feature I have is people that will come in here, and they'd filter by the team here, filter by the project they're involved with, and have an actual live conversation with everybody. Been like, who can do this? Drag it in. Who can do this? Drag it in. And they're able to then see people's accurate capacity in one go straight away. So I this is my favorite bit because it's so nice for team meetings. It's so nice to you're not over accidentally making someone overworked. You're you're making sure their capacity is under, but in the moment without catching it later. Cool. Any questions there? I don't get any at the moment, but, like, just just really reinforcing, like, what you just showed us. Like, the workload planner is really where resource management meets, like, day to day execution. Yeah. So, like, it's where, you can see, like, exactly who has capacity this week, who is overloaded, and what adjustments might be needed. So, like, all the good stuff there. Yeah. Actually, I think this might be a good time to address this one. So customers kind of, like, want like, wondering, is there an option to mark somebody as out of office? From what I know, I don't I don't think we have it, but my I guess my interpretation of this, like, if you connect your Google Calendar, Outlook Calendar, does that, like, out of office hour gets translated into the workload or the schedule or the scheduler? It does indeed. Yeah. So that's there's a couple and that's just a good segue into the thing I was going to talk about, which is avail unavailable time anyway, which I mentioned earlier. But, absolutely, by connecting your calendar, we pull in calendar events that are meetings with more than one person. However, if I were I haven't done it on this one, but if I were to put in an out of office event for the full day, that would also pull in an eight hour event, making sure I'm out of office. Therefore, my schedule, as you can see for those days I'm off, would be blocked off. So, yeah, absolutely. But if you don't sync your calendar and that person maybe is off sick or that person has just contacted you, say they need a half day, You can manually add unavailable time for the whole day for whatever you want to do, and that would accuracy change that. But the out of office, the sync with calendars is now making this much, much easier and less manual. But, however, if you did want to put in anything manual, you can absolutely do that down here. So if someone is out of office or on holiday, you could come in and say, well, we don't use the out of office option, but we do wanna put them on holiday for a week. Pay time off. That will come in here, and that would accurately put them in out of office. Now what it would do with the allocation just simply pushes the hours either sides to the available time. So if I were to put out of office in for this three hour task and I would put it in over these days, the three hour capacity will fill up on this segment only. So it's smart enough to know that. One thing about this I like to show as well is that while we're here is that this is adjustable. These are real tasks on projects, but in this screen, you're able to move things. You know? You can adjust in the moment. So if someone is overcapacity or someone is on holiday and they move into the red, as we say, adjust it here. There's no need to change screens. It's always nice like that. Another thing you can do, which I'd like to talk about, is if you want to get more granular, you can split capacity on allocations or on tasks. So if you right click on a an event or a task, you can actually split at night. You have to be good at maths, but I you know, you could do five hours here and one hour, you know, zero hours here, one hour here. So if you wanted to, you could get that granular. I'm just never gonna my house has work well either. So that would then split the capacity equally. Now, again, this would be a bad thing to do, but they would split that capacity equally across those days. So if you do wanna say if you do look at a dissonant, the equally splitting option doesn't quite work for you, you can automatically split the capacity if you'd like to. I know it's something people wanna do sometimes. Cool. What I wanna talk about as well, just on this screen, which is a new feature which I really like, that if you come in here sometimes, this can be quite a lot of information right in front of your eyes. We have an AI summary option too now. So if a manager or someone asks you what does the week look like, or even if you wanna just send an email saying what does the week look like in terms of people's capacity, just hitting that button will give you a nice summary of what you're seeing on the screen as well. It can be set with the dates as well. So it's quite nice. But it's a new feature we have, and it's just really nice if just you could get those quick questions or you wanna just quickly send that to someone, say what we're looking like, that's where you'd see that there. Cool. But that's the workload planner. As, again, the the time off shows as well as the scheduler, unavailable time shows on both, meetings and calendar show on both, but then you've got your actual tasks versus your allocations. Great. Thank you, Jeff. I'm just gonna jump in with a couple questions. So a customer is asking, can you see task of project that you're not a member of? It depends your level of permissions in terms of site admin or or or standard user. If you're a standard user, you will not be able to see any projects that you're not part of. So if you come into this section as a standard user, you may be able to see the users, but you will not see their application on other projects. And similar to yourself, you can't be assigned tasks on other projects, so you won't see them here. Great. But as a standard user, you can see everybody that's on the workload plan. Right? Yes. Yeah. You can. But you just can't get you like, depends on the person. You just can't yeah. Okay. Yeah. No details. It just makes this view cleaner. I do actually encourage you people to the standard users to still use this. It's quite nice. Think, you know, you may look at your list of tasks that week and you think, oh, I'm great. But then you come in here and there's a little bit of red here and there? So you've maybe caught, oh, actually, I'm a little bit overworked than I thought. My capacity isn't as as clean as I thought because looking at a list of tasks is good, but it doesn't really maybe you just don't notice that that's actually gonna push you right over. So coming in here a user coming in here themselves is quite handy, I think. Check their own availability. Cool. Okay. One more question before I move on to the next one. We have a company's Google Calendar to reflect all staffs out of office time. Can you can my account sync more than more than one calendar? I'm the account owner, and I have synced my goo I have already synced my Google Calendar. Unfortunately, not yet. I would say that'd be a nice feature request because I do know that exists for users having, like, a shared calendar. It's one sync per user so that use one one user would have to sync their own personal calendar with it at this point in time, But I've heard that before. Sorry. Cool. Alright. So I think we are gonna leave some of those, yeah, we're gonna leave some of those questions till the end. Just moving on to the next one. So now, like, we've looked at planning work and managing workloads. The final step is really to understand, like, how all of that planning translates into real performance. Exactly. So if you think about this, you you signed all your you've done your allocation, you've done your tasks, you've scheduled them out, people start to do their jobs, people start to work, people start to log time. How are you gonna track all that? Now the first one you can do is the overview. I would actually start here, I think. The overview is kind of like a report where you can compare what you've done here to what you've done here to log time. So if you have a look in the the overview, you're going to see the list of all your users. You're going to see what you've allocated on the scheduler, what you've allocated on the planner, and what they've actually done. So it's a nice place to come in and see, like, what in a perfect world, these would be very similar. If your schedule is become if your schedule is really accurate and your tasks are all set up and everything is nice and it doesn't ever happen really, but it's a nice way to compare. What I like about this feature as well is it's customizable. If you don't really care about certain columns, you can switch them off or you can rearrange them, But it does give you that ability to come in and see the user's exact allocation versus their exact estimated time versus their exact long time within a certain time period. Someone mentioned earlier about able to see the total low maybe just the total estimated time for a project. We allow you to do this by project as well. As you can see on this project, there's sixteen hours totally estimated in March. Cool. So that lets you see, basically, like, people's allocations, everything, all the things you've done right there, and then compare it. I say, okay. What have we done? All of summed up history. Because maybe some people wanna come in here, and they don't wanna look through the for the overcapacity, undercapacity. They just wanna see at a glance people's capacity here in the month. So it's easy. You if you actually had this, if you looked at this, you'd like, well, everyone's fine. It may not be day to day. We could be like, everyone there's no one in danger. Maybe seventy two is the one I've looked at. But, yeah, you could always this is a good place to come when you're looking at your your just want to see, okay, all of the things we've done, how does that all compare to each other? So that's the overview. Now we go back to performance. That's obviously giving you a lot of time. That's obviously part of the performance. But, really, in your report section, you wanna be looking at the utilization report. Okay? So, basically, it gives you, like, a clear picture of all your team how the time is being used, how your planning and billing decisions were used, basically allows you to report on all of that and identify issues, who's got too much workload, who's overworked, what are they hitting their targets, and it allows you to measure performance of your team. So as you can see on the utilization report, I have a list of all my team all the users. And, again, like we said earlier, we can filter by roles, we can filter by teams. But you will then get an accurate representation of the utilization based off what you've given them in our estimated utilization based off of the total utilization, which is their login of time. So it's given you you've planned everything out. You've put it all in place. Now is it are they meeting what you've set for them? What is their utilization? Are they logging eighty percent of their week? You can see right here. In this week, it most people aren't. Some people are getting close, but most people aren't. But what you wanna look at here is there's some key metrics, which is the estimated utilization, which is your where is it here? It may not be on for me. Oh, no. Here, estimated utilization was there. Forgot that. So your estimated utilization is your total estimated time on assigned tasks within that date range, so that's based off of your workload planning stuff. That's what's in there, what's been estimated. Your actual utilization is your total log time on assigned tasks divided by your available hours. And your billable utilization is percentage of log time on tasks marked as billable, and then your non billable utilization is percentage of log time marked as non billable. But as you can see, you can see the percentages here. So we've put percentage of eighty, so we want people to be in close to the eighty percent in their week. What's quite good about these utilization targets is you can click on them and drill down into the data, like, what is making that seventy whatever percent. You can see that right away with one click. And what I like about this as well is as you maybe saw me try it earlier, you can customize this. If if maybe something isn't doesn't quite matter to you, maybe you wanna see the total estimated time and the allocated from the scheduler, you can have that in this report as well. So it's nice to see all of it combined into one report. And with our reports, they can always be exported. So maybe someone just, again, high level, doesn't wanna look at the planner, doesn't wanna look at your just send me what's happening. You can do that all within here based on all the work you've just put in in the scheduling and the planning section as well. Cool. Any questions there? Sorry. Yeah. I'm just gonna jump in. So a customer is this is a permission level question. So a customer is asking, do you have to have admin access to be able to see the utilization report? Will there ever be, like, a tiered admin access or something like that? Potentially. Yeah. So, unfortunately, you you have to be a site admin level to see the utilization report. There may be now if you're on the scale plan, we do have a schedule report feature where you could send this to users who don't have access, where it would send in a PDF or an Excel export. But at the minute, you have to have a site admin access to see this report. Do all the user have a provision to view the overview, though? The the planning overview? Yeah. The plan overview because it doesn't contain any targets. It's all about just totals and things that they're just the same. Yeah. Cool. K. Hope that helps. No. And I don't see any question related to the utilization yet, but We can move on to the next the q and a. Before we move on to that, like, I just wanted to quickly, call out that utilization reporting really helps you understand, like, how effectively your team's time is being used and whether you are operating at the right capacity. So really bringing everything to this, like, insights, the real business insights. Great. One thing I'll maybe I'll add as well, Helm, is the track trends that sometimes you love. Sorry. I just like it so much. But what you could do is if if you are maybe wanting to track a little bit of trends over a month or maybe just, know, like, billable utilization, our track trends feature now allows you to do that. So you can then say, okay, the billable utilization was this for a month, but what was that like week by week? So always please, if you're if you're using this feature, please play about with the track trends. I really, really like that feature. To sorry. Just let you break down that. I was dying to talk about that. So thanks. No. No. That's really helpful. Thank you. Cool. Okay. So that brings us to the end of the walk through portion of this session. We're gonna take a few minutes to answer some some of the questions you might have. If you haven't already, please feel free to drop your questions into the q and a. If we can't get to your questions, don't worry. We will make sure to follow-up with you after the webinar. So great. Okay. Get going back to this question. So a customer is asking if they can, like, modify time off so they can add specific holidays that are not there by default? I not yet is the answer. I do believe that is something I've heard asked for, but, unfortunately, we just take it off of the that localization. So Ireland public holidays or US public holidays. At the minute, there's no way to bulk change that yet. That may come, though. Okay. And then as a alternative, I guess you could just use the all available time to Absolutely. To group everyone in, like to, yeah, to assign that, like, public holiday to everyone who is taking that. Right? Yeah. Absolutely. When you're adding unavailable time, there is a model here that you can pick more users among. But yeah. Great. Cool. Okay. One more question. So going back to the resource scheduler, a customer is asking, can you filter the projects in this tab by tags? By project tags? Yeah. Or by cost Yeah. You should be able to do it by tags here. Okay. Great. Cool. Okay. This one, Julia is asking, if I send the utilization report to a PDF, it doesn't show the same as on my on screen. Is it is it because, like, customer needs to choose the column that show up? Oh, I I would assume so. Yeah. It depends what format you send it in, but it should accurately reflect the columns you've chosen here when you're exporting it. If that isn't the case, you may wanna report that to our support team just to make sure, but it should accurately. Basically, anything you choose here in every order when you are exporting it, it should include those in that order. If the figures don't match, that's even a bigger issue. But, yeah, the in terms of columns, it should be the same. Great. So maybe yeah. If you notice that, maybe report that to the to our support team. Excuse me. Okay. Okay. And then, going back to a very previous question about, like, about the like, adding like, people working on different hours or, like, occasionally work on a Friday or not. I guess, like, in that case, there is no, like, automatically, like, that that can reflect that. You just have to do it manually. Right? Like, you Yeah. I would Like, case by case. Right? Yeah. It's it's it's it is one that's come up before with part time people that are a bit more flexible. It is a lot harder to plan for them. I do just use the the all day unavailable time as probably the best way to to accurately kind of reflect their working times and and where they aren't available versus where they are. That'd be the best way. Cool. Thank you. And if you notice any other questions with that, like, please let us know. You can send us a email or reach out to our support team if you notice, like, a bug or something. Yeah. Great. I think that's okay. One more request last question that just came in. So the oh, it it's a follow-up question for the utilization report. It says, like, it removes the first two columns. I think maybe that's a bug. Potentially sounds like one. As far as I'm aware, it should never remove any of the if you're seeing it here and you export it, you should see it in the export. But, yeah, that potentially sounds like a bug. Okay. And then the same customer, Julia, is asking, like, does Teamwork could Teamwork see our avail all available time in my time sheet? It does show in my time sheet. Yes. Any unavailable time will show in your time sheet as well. I don't have it on here as accurate, but it will show in the time sheet as well. Yeah. Okay. Cool. Alright. That's that's it for all the questions, I think. And then if There's if we haven't got to your questions, we will make sure to follow-up with you. So, with that, we are just about at time. So thank you all so much for joining us today. We really appreciate you spending a part of your day with us. It's an hour. We know it's it's long. We hope this session give you, like, a clearer framework, for approaching resource management from setting up the right foundations, to plan future work, balancing workloads, and analyzing utilization over time. So if you like to continue learning, we've got a few great resources available. You can explore our help center, for step by step guidance on resource management features. You can also check out our Teamwork Academy for self paced courses. And, of course, our support team is always available if you notice a bug or if you need help along the way. And that's it. Thanks again, everyone. We hope to see you again in another webinar soon, and have a great rest of your day. Thank you. Thanks.