Customizing Workload Charts
TL;DR
Customizing Workload Charts in Wrike lets you control how workload data is displayed and analyzed by switching between people or project views, grouping by project, job role, or user fields, and changing effort display formats. You can also adjust zoom levels (daily/weekly/monthly), display density, filters, and allocation rules, as well as focus on specific users or task assignees and expand/collapse rows to better understand workload distribution and resource capacity.
Table 5. Availability - Legacy plans
| Availability: Business, Pinnacle, Apex. ; Unavailability: Free, Team; |
- Overview
- How to View Workload Chart by People or by Projects
- How to Group Tasks by their Projects
- How to Group Users by Job Role
- How to Group Users by a User Field
- How to Change the Way Allocated Effort is Displayed on the Grid
- How to Change the Zoom Level of the Calendar Grid
- How to Change Display Density
- How to Filter Workload Chart
- Daily Allocation Hours
- How to Focus on Particular Users
- How to Focus on Task Assignees
- How to Expand or Collapse Chart Rows
- What's Next?
All users, except for Collaborators, Contributors, and Viewers, can customize Workload charts that they have access to unless their access role restricts it.
You can change what information is displayed and how it is presented on your Workload chart. Any customizations you make on the chart view are only visible to you.
In the Workload chart view, click the People or Projects tab in the sidebar below the header.
People
This is the default option that helps you understand the workload and effort allocation of each individual user. In this mode, you'll see the list of all users that you selected during the chart creation on the left side of the chart.
Projects
This mode highlights projects, helping you understand the distribution of resources across your project portfolio. You'll see the list of projects from the location you selected as the source for the current Workload chart.
When you click the > icon next to a project's name, you can see the list of users that are assigned to tasks in the project and who are included in the current Workload chart. You can also see the list of job roles matching the roles of users in the current chart. Additionally, there is the Unassigned section where you can view all scheduled unassigned tasks in the current project.
- Click the Group button 1 on the chart's toolbar.
-
Select Project 2.
-
Automatic Grouping: Each user’s tasks are automatically grouped by the projects they belong to 3.
- Closest Parent Project: Tasks are grouped by the closest parent project. For example, if a task is within a folder that’s housed within a project, it will be grouped with other tasks from that project.
- Non-Project Tasks: Tasks without any parent projects are grouped under Non-project tasks 4.
Click the Add grouping button and select a Job role.
All users on your chart will now be automatically grouped by their allocated job roles. Users without a job role are grouped under the No job role section.
- Click the Group button 1 on the chart's settings panel.
- Select Job role 2.
- Automatic Grouping: All users on your chart will be automatically grouped by their assigned job roles 3.
- No Job Role Section: Users without an assigned job role will be grouped under the No job role section 4.
Important
Grouping settings are saved just for you and apply only to this workload chart.
- Hours: Displays the total allocated effort for each user per day, week, or month in hours. This is the default option.
- Percentages: Displays the total allocated effort as a percentage. For example, if a user's daily capacity is 8 hours, a total allocated effort of 4 hours will be shown as 50% for that day in the daily view.
- Full-time equivalents (FTE): Displays the total allocated effort as a decimal number. For example, with a daily capacity of 8 hours, 1 FTE = 8h/day or 40h/week or 176h/month. If a user has 4 hours of allocated effort in a day, it will be displayed as 0.5 FTE in the daily view. If the user has 30 hours of effort allocated in a week, the cell will show 0.75 FTE in the weekly view.
- Grouping by Job Role: When grouping by job role, the FTEs of all grouped users are summed together. For example, if three users are grouped, and two have 8 hours of allocated effort while the third has 4 hours, the group's cell will display 2.5 FTE.
What is FTE?
FTE stands for full-time equivalent. It shows allocated effort as a decimal value based on the daily capacity set in the Default Work Schedule. No matter what the daily capacity is in your Default Schedule, it’s always equal to 1 FTE.
For example, if your Default Schedule is set to 8 hours per day, then 8 hours is 1 FTE. If it’s set to 6 hours per day, then 6 hours is 1 FTE. FTE helps you compare workloads more easily across your team.
Important:
Custom work schedules are not reflected in FTE calculations. If a user has a different capacity in their custom schedule, they aren’t considered a full-time worker for FTE purposes. If custom schedules were included, every user would appear full-time, which would defeat the purpose of FTE.
When viewing workloads by week or month, FTE calculations use default values:
- Weekly: 5 workdays (40 hours)
- Monthly: 22 workdays (176 hours)
FTE doesn’t account for work schedule exceptions or custom workweeks.
If you group by job role, FTE values for all users in that group are added together, just like hours.
FTE examples
Let’s say your Default Schedule is set to 8 hours per day:
- If a user is allocated 4 hours on a day, their FTE is 0.5 in the daily view.
- In the weekly view, if a user is allocated 4 hours each day, that’s 20 hours for the week (4h x 5d). FTE is 0.5, since a full week is 40 hours.
- In monthly view, the calculation is based on 176 hours (22 workdays).
-
If a user’s custom schedule is 4 hours per day and they’re allocated 8 hours on a day, the cell turns red and FTE shows as 1. If they’re allocated 2 hours, the cell is blue and FTE is 0.25.
- In both cases, the cell won't be highlighted in red as the assignees' total capacity isn't exceeded.
- If a user with default capacity is assigned 8 hours per day for a month with 23 days, their FTE will be 1.05 (since 184 hours is more than the default 176). The cell isn’t highlighted red, because the user isn’t over capacity. The same logic applies for users with longer or shorter workweeks.
Users with the "View custom fields for other users" permission enabled can group users by custom fields in user profiles.
Click the Group 1 button and choose the desired custom field from User Profile 2.
All users on your chart will now be automatically grouped by the selected custom field.Users who do not have an assigned custom field in their user profile will be grouped under the Empty section.
Note
You can group users by either a single user field or job roles, but not both at the same time. However, you can still group tasks by projects in addition to grouping users. The user fields displayed in this list are those that are shared with you and assigned to people in the workload chart. If no fields appear, verify that they are assigned to at least one person in the chart and shared with you.
Change zoom to see the daily, weekly, or monthly effort total assigned to each user. Click the drop-down menu icon in the upper-right corner of the grid 1 and select Days, Weeks, or Months.
Alternatively, click the + or - buttons next to the drop-down 2 to zoom in or out of daily/monthly views and select how many days/weeks should be displayed on the chart at the same time.
You can choose between compact or standard density modes depending on your preferences:
- Click the three-dot menu button on the chart settings panel 1.
- Select Compact or Default 2.
Note
The default display density for Workload charts is default.
Apply filters to see only the tasks that match the criteria you select:
- Click the filter icon on the settings panel 1 and select one of the quick filters: All tasks, All active tasks, and Active tasks with Effort
- Click Add more filters 2 to open the filter panel with additional filtering options
- Click Clear filters 3 to remove all filters and see all tasks from the location you selected when creating the chart
Important
This is an experimental feature and, as a result, may have bugs, is subject to change, and may be discontinued at any time. Please feel free to use the feedback links in Wrike Labs to share your thoughts on this beta feature.
You can enable project filters from Wrike Labs for your individual account:
- Go to Wrike Labs
- Locate the Project filters in Workload and Resources view card
- Click Enable
Once you do that, you'll be able to filter projects on the view in Workload charts and in Resources view. Project filters will appear alongside the task filters in the filtering panel described above. You can apply one or more project filters to hide projects that don't meet your criteria from the view. Additionally, you can create filter presets for quick access.
Note
Project filters are not supported in Workload Export.
When you filter out some projects where a user has allocated effort, this effort is still indicated by the cell coloring on the grid. But if you click on a cell to check which project the effort belongs to, you won't see the filtered-out projects there.
You can choose whether or not the total daily effort for each user should be based on their filtered-out tasks in the Workload chart.
- Click the three-dot menu button on the chart settings panel 1.
- Select one of the following options under Daily allocation hours 2:
- Ignore filters: Add up effort for all tasks assigned to a person and scheduled for a particular day or week, whether or not those tasks are displayed in the chart
- Displayed tasks only: Exclude effort in filtered-out tasks from being added to the daily or weekly total for each user
You can select which users should be shown on the Workload chart without editing the list of users. To do so:
- Click the All users icon on the chart settings panel 1.
- Select the person whose effort should be displayed from the list that appears, or use the search bar
- After you've selected all the necessary users, click anywhere outside the window to save the changes
Note
You can select only users from the Workload chart you're viewing.
Use this option only for tasks with more than one assignee to see the allocated hours of all assignees of a particular task.
- Click the relevant task on the Workload chart 1.
- Click the three-dot menu in the pop-up that appears 2.
- Select Focus on task assignees 3.
Only the task assignees will be shown on the Workload chart.
You can quickly expand or collapse all rows of your Workload chart to display tasks. To do that, click the Expand all or Collapse all buttons on the chart settings panel 1.
Note
The expand or collapse action also applies to rows in the horizontal Backlog Box.