Skip to main content
The Planner shows, for the next four weeks, how much time each person or team has and how much work is planned for them, across every project. Use it to find who is overloaded, who has room, and to move work to the person who can take it.

​
Who can use it

Changing a work item from the Planner also needs the right to edit that work item.

​
Read the Planner

The page is titled Workload. Choose People or Teams under View mode, and narrow teams with Filter by team. Each row shows: The timeline draws the daily load against a dashed capacity line, with work item and project bars and absences. Team rows add up their members and show unassigned team work as Team pool. Expand a team row to see its members. Move through time with Prev, Today and Next. The Planner always shows 28 days starting on a Monday, and Prev and Next move by one week.

​
How capacity is calculated

Capacity comes from the person’s workload plan, which an administrator sets up in Time Tracking. Without a personal plan, the team’s plan applies. Without either, Collabase assumes 8 hours a day, Monday to Friday. A row without a plan shows No workload plan, a team with members missing one shows Incomplete workload plans. Workload plans and holiday schemes are described in Holiday and workload schemes.

​
What counts as planned work

  • Open work items with a start date, a due date and an estimate. The estimate is spread evenly over the working days between the dates.
  • Project shares, a percentage of a project’s hour budget.
  • For project leads, the hour budget of projects they lead that nobody holds a share of.
Work items without an estimate are shown but add no load (No estimate: shown, but adds no load). Work items without dates are counted as … without dates; click Schedule to give them dates.

​
Assign work

1

Open the dialog

Click Assign work on a person, or Assign project on a team.
2

Choose a work item or a project share

For a person, the Work item tab finds a work item with Search work items; confirm with Assign. The Project tab gives a share of a project in Share in %.
3

Check the row

Planned and Free update. A work item without start and end is refused until both are set.
You can also drag a work item bar to other days or onto another person’s row. Team rows do not accept drops. If you may not change the work item, the bar returns and you see You may not change this work item. It was put back. To hand out team pool work, click an item in Team pool. Collabase lists the members by free hours, and picking one assigns the work.

​
Project shares

A project share reserves a percentage of a project’s hour budget for a person or team. The project needs an hour budget, a start and an end. All shares of one project together may not exceed 100 %; a larger share shows That is more than is still free of the project. Giving shares needs Manage project settings in the project’s Space.

​
Absences

Add an absence for a person with Absence in the Planner, and remove it with Remove absence. It reduces that person’s capacity at once.

​
Limits

  • The period is fixed at four weeks. There is no zoom.
  • The Planner signals one state, overload. There are no percentage thresholds.
  • There are no scenarios: every change is made to the real work items.

Time Tracking teams

The teams the Planner groups people by.

Planning overview

Which planning tool answers which question.
Last modified on October 13, 2026