Workload Report | Online Help | Zoho Projects

Workload Report

Managing the workload is critical for any project management as it ensures the optimal allocation of work, improves process efficiency, and reduces burnout. Workload management also leads to effective time management and helps adapting to changes in scope and priority. Zoho Projects provides users with a Workload Report, displaying the amount of work allocated to each user. Color-coded visuals on the chart indicate whether users are unallocated, under-allocated, over-allocated, or optimally allocated.

Feature Availability
Global Workload Report: Enterprise plan
Project Workload Report: Premium and Enterprise plans

Use-cases

Construction: If a team member is assigned multiple tasks during a specific week, the report will display a visual allocation. Based on the report, the manager can assign tasks to under-allocated team members directly from the workload report. 

Software development/ IT: A support manager assigns issues raised by the customers to quality analyst to identify the issue. While assigning, the manager can check the load a QA has and assign the issues to them accordingly.
 
Event planner: The organizer assigns tasks to be performed before the event starts. When a worker is overloaded, the work can't be completed on time. With this workload report, the organizer can assign tasks to the workers equally, ensuring they aren't overloaded with work.

Benefits

  1. Track the user's workload visually.
  2. Rebalance workload by allocating tasks to other users from the report.
  3. Change start and end dates from the timeline view.
  4. Edit work hours for the task to optimize allocation from the report.
  5. Add new tasks directly from the report.

Global Workload Report

  1. Click Reports in the left navigation panel.
  2. Select Workload Report from the report selector.
  3. Click on the calendar to view the report by Days, Weeks, or Months.
  4. Select an option to view the workload by Task Owner, Associated Teams, Profiles, or Roles. Task reassignment can only be done when the report is grouped by Task Owner. 

Project Workload Report

  1. Navigate to a Project and click Reports in the top navigation band.
  2. If the Report tab is not visible, click the More Tab icon () to access Reports.
  3. Select Workload Report from the report selector.
  4. Click on the calendar to view the report by Days, Weeks, or Months.
  5. Select an option to view the workload by Task Owner, Associated Teams, Profiles, or Roles.
    1. Task reassignment can only be done when the report is grouped by Task Owner. 

Workload Charts

Workload can be viewed as a Bar, Heatmap, or Timeline.


Workload Bar View

The Bar view displays the allocation in the form of a bar along the timeline.
  1. Navigate to a project and click Reports in the top navigation band. 
    If the Report tab is not visible, click the More Tab icon () to access Reports.
  2. Select Workload Report from the report selector.
  3. Select the chart type as Bar.
  4. View a consolidated view of the workload.
  5. Hover over the bar to view the allocation.
  6. Hover over the bar next to the user and click the + sign to create and assign a new task.
  7. Click on a user to expand individual tasks and their allocation.
  8. Hover over the task and click  to assign a user.
  9. Hover over the task and click , then drag and drop the task onto another user to update the assignee.
  10. Hover over the task's end and drag the arrow on the task bar to extend the schedule.
    1. Changes to the task schedule can only be made in the Days view.
  11. Drag and drop the task bar to any date to change the task schedule.
  12. Click to open the chart in full screen.
  13. Click to show options to view tasks in different formats and select Display Options.
    1. Task Expanded View Style
      1. Gantt: Displays the individual tasks on clicking a user in the form of a Gantt
      2. Timeline: Displays the individual tasks on clicking a user as a timeline
    2. Show Options
      1. Title: View task title in the timeline expanded view
      2. Project Name: View project name in the timeline expanded view
    3. Data Label
      1. No legend: No numerical data is displayed on the chart
      2. Allocated Hours: Displays the allocated hours on the chart
      3. Allocated Percentage: Displays the allocation percentage on the chart
      4. Available Hours: Displays the hours available for a user
      5. Available Percentage: Displays the availability of the user as a percentage
  14. Click to view the legends for the chart.

Workload Heatmap

This view displays the workload as a heatmap.
  1. Navigate to a project and click Reports in the top navigation band. 
    If the Report tab is not visible, click the More Tab icon () to access Reports.
  2. Select Workload Report from the report selector.
  3. Navigate to the Workload Report as mentioned in the above steps.
  4. Select the chart type as Heatmap.
  5. View a consolidated view of workload.
  6. Hover over the bar to view the allocation.
  7. Hover over the bar next to the user and click on the + sign to create and assign a new task.
  8. Hover over the task's end and drag the arrow on the task bar to extend the schedule.
  9. Drag and drop the task bar to any date to change the task schedule.
    1. Changes to the task schedule can only be made in the Days view.
  10. Click on a user to view individual tasks and their allocation.
  11. Hover over the task and click , then drag and drop the task onto another user to update the assignee.
  12. Hover over the task and click  to assign a  user.
  13. Click to open the chart in full screen.
  14. Click to show options to view tasks in different formats and select display options.
    1. Task Expanded View Style
      1. Gantt: Displays the individual tasks on clicking a user in the form of a Gantt
      2. Timeline: Displays the individual tasks on clicking a user as a timeline
    2. Show Options
      1. Title: View task title in the timeline expanded view
      2. Project Name: View project name in the timeline expanded view
    3. Data Label
      1. No legend: No numerical data is displayed on the chart
      2. Allocated Hours: Displays the allocated hours on the chart
      3. Allocated Percentage: Displays the allocation percentage on the chart
      4. Available Hours: Displays the hours available for a user
      5. Available Percentage: Displays the availability of the user as a percentage
  15. Click to view the legends for the chart.

Workload Timeline

View the workload as a timeline on the chart.
  1. Navigate to a project and click Reports in the top navigation band. 
    If the Report tab is not visible, click the More Tab icon () to access Reports.
  2. Select Workload Report from the report selector.
  3. Navigate to the Workload Report as mentioned in the above steps.
  4. Select the chart type as Timeline.

  5. View all the tasks as a timeline against a user's name.
  6. Hover over the task and click , then drag and drop the task onto another user to update the assignee.
  7. Hover over the task and click  to assign a user.
  8. Hover over either side of the task's end and drag the arrow on the task bar to adjust the schedule.
  9. Drag and drop the task bar to any date to change the task schedule.
    1. Changes to the task schedule can only be made in the Days view.
  10. Hover over a timeline of a task to access the task details page and edit work hours.
  11. Click to open the chart in full screen.
  12. Click to show options to view tasks in different formats and select display options.
    1. Show Options
      1. Title: View task title in the timeline expanded view
      2. Project Name: View project name in the timeline expanded view 

Filters

Workload report can be filtered to view precise and relevant data from all the views.
  1. Navigate to a project and click Reports in the top navigation band. 
    If the Report tab is not visible, click the More Tab icon () to access Reports.
  2. Select Workload Report from the report selector.
  3. Click the filter icon in the upper right corner.
  4. Select the relevant filters, then click Find.
  5. The report will filter the data and display the relevant information.

Export

  1. Navigate to Workload Report and click  in the upper right corner.
  2. Click Export to PDF.
  3. Choose whether to encrypt the file or not.
  4. If you choose to encrypt the file, enter your password and click OK.

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