Daily work
Placing work with Capacity
See how loaded you are and who has room, and how Orin places hours back from a due date.
Capacity answers two questions that arrive together: how loaded am I, and who else has room. It has a tab for each. Use it before you assign work, rather than after somebody tells you they are full.
Before you start
- You need permission to view tasks. If Capacity is missing from the menu, ask a firm administrator.
- Capacity counts only tasks that have an hours estimate. Work nobody has estimated does not appear.
Steps at a glance
Step 01
Check your own workload
Select Capacity in the menu. My Workload opens first: one row per task, with the hours placed on each day and a Daily total against the hours you work that day. Choose 7, 14 or 30 days, and move with Back 7 days, Today and Next 7 days.
My Workload. 1: the tab. 2: move the window forward. A daily total above 100% means you have been given more work than the day holds, not that you are behind. Select Log time under a task to record time against that task without leaving the page.
Step 02
Find who has room
Select Team availability. Each member has a row with the hours already booked on each day of the week, their free hours, and a week total with a percentage. Filter by Capability to see only the people who can do a kind of work, or pick one Team member. Move between weeks with Earlier week, This week and Later week.
Team availability. 1: the tab. The last row totals everyone listed.
How hours are placed
This explains figures that otherwise look wrong.
- Orin starts at the due date, not at today, and places hours backwards from it, because the due date is the constraint that matters.
- It fills working days: each day takes as many of the task's hours as it has room for, and the day before takes the rest.
- Days that are not worked are skipped. Weekends, holidays and days your firm has marked closed carry no hours. The header marks them Weekend, Holiday or Closed.
- A task's hours are split across its timed subtasks by their weightage.
So a task due tomorrow with nine hours left lands as 7.5 hours tomorrow and 1.5 hours today, whoever created it and whenever.
Your firm's working days and closures are set in Settings, under Working calendar. If placement looks wrong for one person, check that first.
Dashed rows
A dashed row is repeating work forecast into the window: work Orin expects from a recurring engagement that has not become a task yet. It counts towards the day, so a week shows as spoken for before the work formally exists. It becomes a real task when somebody starts it.
What success looks like
You can see, for the days ahead, which of your days are full and which colleagues have free hours for the kind of work you need done.
Next steps
- Tasks, subtasks and weightage: assigning and estimating work.
- Team capacity: the report version of this view.
Common questions
Somebody shows as free but says they are busy. Capacity only knows about tasks with an hours estimate. Work nobody has estimated is invisible to it.
Why does a task appear in a week before it was created? Because placement runs backwards from the due date, not forwards from when the task was made.
The totals do not match the timesheet. They measure different things. Capacity is hours planned; the timesheet is hours spent.