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Workload Charts in Wrike

Overview

All users, except for collaborators, can use Workload charts.

Use Workload charts to manage your team members’ capacity, prioritize tasks based on their capacity, and plan work allocation.

An essential part of the Workload charts is Backlog Box, which contains tasks that you can assign to users on a Workload chart. Please visit the Backlog Box page to learn more about it.

What you see on Workload charts

  1. User or project list

    1. By default, all Workload charts are set to People mode, this means that you see the list of users selected during the chart creation on the left side.

    2. If you set your chart to Projects mode, on the left side of the chart you will see the list of projects from the location that you selected as the source when creating the chart.

  2. Calendar grid

    1. On the grid, you can see the total daily, weekly, or monthly amount of allocated effort per user.

    2. Gray cells represent non-working days. On weekly view, weekends are visible only when you drag and drop tasks or create new ones. On monthly view, weekends are not visible.

    3. Today’s date is marked with a red vertical line on the grid.

    4. Drag the grid to the left to see previous time periods or drag right to see the future ones. Alternatively, use the < and > buttons in the upper-right corner of the chart to see other time periods. And use the Today button to bring today's date back into view.

  3. Allocated effort

    1. The calendar grid part of the chart shows a user’s workload. Wrike adds up effort required for all tasks assigned to a person and scheduled for a particular day, week, or month and shows the number in this day’s, week’s, or month's column and this user’s row. You can choose to display total effort in hours, percentages, or full-time equivalents modes.

    2. You can see a user's full workload including the allocated effort from outside the current chart. It's displayed as a shaded part of a cell. You can click the Legend button in the upper-right corner to see the meaning of the colors on the grid and click on a cell to see detailed information about the allocated effort.

    3. If a user has both task effort and booked effort on one chart allocated for the same date, the chart will compare the values and use the one that's bigger when calculating the total allocation.

      For example, a user has 7 hours of booked effort and 6 hours of task effort allocated on the same day. In this case, the daily allocated effort cell will display 7h for that day and this number will also be used to calculate the weekly and monthly totals.

    4. Wrike uses a color-coding system to show how busy a person is. If the total effort of a user is:

      1. 0 hours: The cell is white.

      2. From 0 to total capacity (eight hours daily by default): A portion of the cell representing the occupied time is a light color of the task's status.

        Note

        On weekly and monthly views, a small red dot might appear in the corner of the cell indicating that the total user's capacity for at least one of the days in the week or month is over the limit, even if the total weekly or monthly capacity is not exceeded.

      3. Over the total capacity (over eight hours by default): The cell is red.

      Tip

      You can set a custom allocation limit for each user on the chart whose workdays differ from eight hours. In this case, the cell color will depend on the individual settings.

    5. When grouping by job role is enabled on the chart, the cells of the job roles are also color-coded according to the total effort allocation of all users with that job role.

  4. Tasks

    1. Tasks are represented by bars that extend from the task’s start to end date.

    2. The bars are color-coded based on the task’s status. Tasks with specified effort have brighter colored bars than tasks without it.

    3. Click the caret icon to the left of a user’s or project's name to display the tasks on the grid.

    4. The horizontal red line above some tasks means that these tasks have the flexible effort type and the total effort is different from the sum of allocated hours.

    Tip

    You can create new tasks directly on a Workload chart.

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