Resource Schedule
Visual allocation board — see who is working on what and manage capacity in real time.
The Resource Schedule is the primary planning surface in Workestra. It shows every team member on a timeline with their current allocations, a utilization heat-map, and availability gaps — giving you everything you need to balance workloads and make informed staffing decisions.
Board Layout
The schedule is a timeline grid:
- Rows — Team members, grouped by department or role (toggle in the view options)
- Columns — Time, displayed as day / week / month depending on the active view
- Cells — Allocation bars showing project color, project name, and hour count
The Resource Schedule board — each row is a team member; each bar is a project allocation.
Utilization Heat-Map
Every team member row has a color-coded utilization indicator for each period:
| Color | Utilization | Meaning |
|---|---|---|
| Green | < 80% | Under target — spare capacity available |
| Amber | 80–99% | At target — fully booked |
| Red | > 100% | Over-allocated — intervention needed |
The percentage is displayed numerically next to the color bar so you can see the exact figure at a glance.
Adding an Allocation
Click any empty cell on a team member's row to open the allocation form:
- Project — Dropdown showing active projects
- Role on project — The capacity role this person fills (e.g., "Lead Developer")
- Hours — Either hours per day or total hours across the date range
- Date range — Start and end date for this allocation
- Notes — Optional context for the team member or PM
Save to add the allocation bar to the board.
Editing and Dragging
- Drag an allocation bar left or right to shift its dates
- Drag the right edge to extend or shorten the duration
- Click a bar to open the detail panel and edit hours, role, or notes
- Delete from the detail panel with the trash icon
Changes take effect immediately and recalculate utilization for affected periods.
Role Placeholders
Allocate a role (e.g., "Senior Developer") before a specific hire is confirmed. Placeholder rows appear as ghost entries at the bottom of the board. When you hire someone for that role, replace the placeholder with the real person's record — all allocations transfer automatically.
Placeholders are useful for budget modeling: Finance can see the planned labor cost before the person is hired.
Filters
Narrow the board to the people and work you care about:
| Filter | Options |
|---|---|
| Department | Filter by one or more departments |
| Role | Filter by job title or planning role |
| Project | Show only allocations for a specific project |
| Skills | Find people with a required skill |
| Utilization | Show only people above a utilization threshold |
Filters stack — combine Department + Utilization > 90% to find over-loaded team members in a specific group.
Views
| View | Best for |
|---|---|
| Day | Hourly detail for the current week |
| Week | Default — the right level for most planning |
| Month | High-level overview and longer-horizon planning |
Toggle views using the selector in the top-right corner of the board.
Actual vs. Planned Overlay
When the Time module is enabled, a toggle in the toolbar overlays actual time entries on planned allocations. Each person's row shows:
- Planned bar (solid) — what was scheduled
- Actual bar (hatched) — what was logged in Time
Variance (over or under) is shown per person per week, making it easy to spot where estimates were off.
The actual vs. planned overlay — solid bars are allocations, hatched bars are Time entries.
Over-allocated team members are flagged in red. Use the AI Copilot to ask "Who has availability next week for a 10-hour design task?" — it responds with ranked suggestions based on current utilization and skills.