The Staffing People view allows you to look at the current week or into the future and identify any potential capacity issues that your team may run into with certain projects and phases. When you first assign hours to people in the Project Planner, when you click "Done" the staffed hours will default here so you can easily forecast and make adjustments as needed.

🚨The​ Staffing People view can be viewed by all team members, but can only be edited by Admins or users with "Manage Staffing" permissions enabled.

Navigate to Staff > People to see an overview of all staffed hours for each team member over the upcoming week, next month, 3 months, or year. This view will default to show the last viewed timeframe, but you can change the timeframe in the upper right corner.

Additionally, the view can be narrowed down to show specific people or project teams using the People & Project Teams or Category filters. If filtering by Project Team, any team members who are assigned to the project (in any phase) will be included in the view. If filtering by Category, any projects that have the selected category applied will be included in the view. Please note that the Category filter can only be applied when viewing the Week timeframe.

When viewing the Staffing - People view for a month or longer, it can also be sorted by name or capacity, either ascending or descending. Sorting by name will be sorted alphabetically by first name, while sorting by capacity will be sorted by most overstaffed or least overstaffed. Sorting is not available when viewing the Week timeframe.

Each cell will include the total percentage of hours that have been staffed to each team member relative to their available hours. If a cell is blank, this means that there are currently no staffed hours during that week.

Each cell is also represented by a color depending on how much has been allocated:

You'll also be able to see a total percentage for all visible team members at the top of the Team row. Hovering over the hours will show the total hours staffed out of the total hours available.

Initially, when you first assign hours in the Project Planner, they will automatically populate into the People view, calculating an average number of hours for each week based on the assigned hours and the length of the phase. Any subsequent changes to hours for a phase will automatically update your staffed hours.

The Project Planner defines the timeline for a phase. You can only staff hours during weeks that are included in the phase timeline. When you change the timeline of the phase, the staffed hours will automatically move. Note that if you shorten the duration of the phase, the staffed hours for the weeks at the end of the phase will be removed.

In order to staff hours to a phase, the phase must be both active and current. This means that phases that have ended or have not yet started will not appear as an option to add hours. If the phase should have hours allocated in Staffing, the phase's date range in the Project Planner will need to be adjusted.

Click on a team member's name to see all projects that they are assigned to within the specified timeframe, as well as any scheduled Overhead*, Company Holidays, and approved Time Off. If the team member is assigned to multiple phases and/or roles within a project, each phase and role will appear as individual rows for that project.

To confirm whether your staffed hours are on target relative to your plan from Project Planner, you can look at the percentage in the gauge that is shown for each row when viewing the Month, 3 months, or Year timeframes. This represents the total hours logged and staffed for that team member within the phase, divided by the hours that were planned.

Hover over the gauge/percentage to see a breakdown of hours shown as Planned, Logged, Staffed, and Understaffed/Overstaffed. You'll also have the option to rebalance hours if needed.

Additionally, when viewing the Week timeframe, a warning icon will appear if Logged hours + Staffed hours exceed the planned budget for the whole phase. Hovering over the warning will show the details of what has been planned, logged, and staffed, and how many hours are overstaffed.

As you work through your project, there are many reasons why staffed hours may need to be updated (e.g. you've logged more or less time to a project than you expected, the planned hours have changed, the timeline has changed, etc.).

To rebalance hours for individual team members, you can quickly adjust your staffed hours using the Rebalance button that is shown when hovering over the percentage for the specific project, phase, and role.

Alternatively, if hours need to be rebalanced across all projects or for a specific project, use the Rebalance button in the upper right corner of the Staffing People view. This option will allow you to rebalance for all staff across all projects/phases, or for all projects only for those included in the filtered group.

Hours can be rebalanced in two different ways:

Rebalancing hours will only apply to current and future weeks; hours in previous weeks will not be affected. If there are no remaining Staffing hours to rebalance, then the Rebalance button will not appear.

Once you click on a team member's name to show all of their assigned projects over the next 12 months, you can add or edit hours as needed for each project, phase, and role. To do this, click on the cell and enter the new hours that should be allocated.

Alternatively, hovering over a cell will allow you to copy hours from one cell into the weeks following for the same project/phase. To do this, click on the purple handlebar that appears on the right side of the cell and then drag it across the subsequent weeks where the same hours should be added.

When viewing the Month, 3 Month, and Year timelines, hours can also be copied from the previous week by hovering over the week that you would like to copy hours into and clicking on the small arrow to bring up the "Copy last week's schedule" button. This will copy the previous week's hours that were staffed for each team member in each project/phase into the specified week.

All changes made in the Staffing People view will be reflected within all timeframes. Any changes made in Staffing will not adjust any hours in the Project Planner. For more information, see How Project Planner and Staffing Interact.

To note, hours can only be edited during the length of each phase. If you need to staff hours to a phase outside of the current date range, the phase's dates would need to be adjusted in the Project Planner. Any cells that cannot be edited will be grayed out.

If edits are made to any hours within Staffing, a Pencil icon will appear in the upper right corner of the cell to indicate that the hours were manually edited.

If a team member needs to be assigned to a project/phase or overhead category, this can be directly in the Staffing People view within any of the timeframes.

When using the Week timeframe, click on the Assign button next to the team member's name, and then use the dropdown to select either "Phase" or "Overhead".

When using the Month, 3 Month, or Year timeframes, click on the team member's name to expand their projects, and then use the Assign dropdown to select either "Phase" or "Overhead".

💡 Any hours that are allocated in Staffing will pre-populate each team member's timesheets with their expected projects and hours for the week.*

*If Overhead hours are allocated within Staffing, this will not automatically add the hours to the team member's Timesheet. The hours will still need to be logged to the Timesheet.