Following up on our Project Planning App overview, this post takes a deeper look at one of its most insightful features: the Resource Allocation tab.
This view gives project managers and team leads a real-time picture of who’s doing what—and whether anyone is overloaded. With timeline-based visualization and intuitive controls, it makes balancing workload simple and effective.
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Navigate to Resource Allocation
Click on the Resource Allocation tab from within any root project to access the workload view.
Here, you’ll find:
• A list of all assignees linked to the project.
• A timeline layout that shows when and how team members are engaged.
• Visual indicators for overloading, free time, and task assignment status.
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View Assignee Workload
Each assignee is initially shown in a collapsed state with a summary bar representing their overall workload:
• Red segments flag overcommitment—typically from overlapping tasks.
• Interruptions indicate idle periods or unassigned slots.
Click?beside an assignee to expand their row and see individual tasks, each shown as blue bars mapped across the timeline.
Additionally:
• Each project includes an "Unassigned" section at the bottom to list tasks not yet assigned.
• External tasks (from outside the root project) appear under a dedicated External Tasks node for each assignee.
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External Tasks and Indicators
When the option to include external project tasks is enabled, these tasks are shown with dashed borders, helping you distinguish them from internal assignments.
Note: Tasks from projects marked Draft, On Hold, or Completed are excluded from the workload view.
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Update Assignments Easily
To adjust workload:
• Drag and drop tasks between assignee rows.
• Or, update the Assignee field directly within the task’s property panel.
Assignments update in real time, reflecting immediately on the timeline.
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Customize the View with Display Preferences
| Option |
Description |
| Week Numbers |
Show week numbers on the timeline (visible at closer zoom levels). |
| Include sub-project tasks |
Display tasks from sub-projects under each assignee. |
| Include external project tasks |
Add tasks from projects not in the root structure, shown as dashed bars. |
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Summary
The Resource Allocation tab provides a centralized, visual approach to managing your team's capacity:
• Understand task distribution at a glance.
• Spot overloading before it impacts delivery.
• Quickly reassign work for better balance.
Whether you're planning upcoming sprints or reacting to shifting priorities, this view ensures that your team stays productive and aligned.
Haven’t tried the Project Planning App yet? Read our intro post here and get started with a smarter way to manage your projects.
