Workload
The Workload screen displays the consolidated workload plan of a team. Each row is a resource; each column, a period (day, week, month, quarter). For each cell, FoxPlan compares the planned (sum of allocations across every project) to the capacity derived from the calendar.
Reached through the Workload menu of a resource portfolio.
Reading cells
| Color | Meaning |
|---|---|
| Green | Workload below capacity — remaining availability |
| Blue | Workload equal to capacity — full speed |
| Orange | Workload near capacity — watch out |
| Red | Overload — the resource is over-allocated |
The displayed figure is, at your choice: man-day count, hour count, or a percentage of capacity.
Filters and options
The toolbar fine-tunes the view:
- Granularity: day, week, month, quarter
- Period: start / end of the displayed horizon
- Include other projects — Show or hide projects outside the team
- Include leave — Subtract declared absences from capacity
- Percentage / man-day mode — Toggle the unit
- Refresh (button at the start of the toolbar, the same on every screen) — Reloads the data, for instance after a planning change made by someone else; changing period, scale, grouping or scenario already reloads the view
Showing project priority
The ⚙️ button opens the View settings. Its Display tab offers two options based on the project's Priority field (levels 1 to 5, set in the project definition).
Priority badge
The Show the project priority as a badge next to its name option adds a colored pill to the right of every project name, in the left-hand column.
| Badge | Priority |
|---|---|
| 🔴 1 | Highest |
| 🟠 2 | High |
| 🟡 3 | Medium |
| 🟢 4 | Low |
| 🟩 5 | Lowest |
Projects with no priority set carry no badge.
Workload breakdown by priority
The Diagram display setting drives what the bars show:
- Workload and overload — the historical behavior described above (a single bar, red background on overload);
- Breakdown by project priority — the bar is split into colored segments, one per priority, each proportional to the workload coming from the projects at that priority.
In this second mode:
- segments stack from the bottom, from priority 1 up to 5, then "no priority" (gray);
- a dashed line marks capacity: anything above it is overload;
- a cell's tooltip details the workload priority by priority, then the total against capacity;
- on a project row, the bar reads as the share of the resource's capacity taken by that project.
That row gathers the projects excluded by the scenario filter, hence potentially several priorities: no single color would represent it faithfully. It keeps the usual workload / overload display, and its workload counts as "no priority" at the resource level. The orange badge on the Scenario button reminds you how many projects are excluded this way.
Both options are per user, remembered for this portfolio, and only take effect when the panel is confirmed.
Cell display options
The Display tab of the View settings (⚙️ button) also holds three checkboxes, applied on validation:
- Show week numbers — column headers show the week number instead of the day;
- Show total capacities — each cell shows "load / capacity"; unchecked, the load only;
- Show totals as percentages — the load expressed as a percentage of capacity.
The download button sits in the toolbar, just left of favorites. It offers the PNG, PDF, Excel and Workload export (.pptx) exports.
Workload export (.pptx) builds a PowerPoint presentation of the resource grid, as editable native tables: one row per resource, one column per period of the displayed scale, plus the total. Each cell mirrors the on-screen display — "workload/capacity", workload only or percentage, depending on the cell display options — on a red background when overloaded (planned > capacity) and blue when the planned workload fits within capacity; a legend explains the colours. Beyond 20 resources or 12 periods, the table continues on further slides. The figures are the same as in the Excel export.
Showing billable utilization
In the Display tab, the Billable utilization (TACE) display mode replaces the load with the billable activity rate of each resource and each group, over the same periods and grouping as the view.
Billable utilization = billable actuals ÷ net capacity
- Billable actuals: time entered under every actual type except Not Billable; actuals entered from the planning (without a type) count as billable.
- Net capacity: the calendar capacity minus absences that impact capacity (vacation, training, sick leave…). On-call duty and remote work do not reduce it.
- Group (team, department…): sum of billable actuals over sum of its resources' capacities — not the average of the rates. A resource whose profile has Exclude capacity ticked is still shown but does not count in its groups.
Cells are colored: green from 75%, orange between 50 and 75%, red below 50%. A 0% with no time entered at all stays neutral. The tooltip details billable, net capacity and non-billable, in days. The rate is based on actuals: a period without time entries shows 0%.
The toolbar's Grid | Curves switch is available in every display mode: curves plot the mode's rate period by period — load rate (load ÷ net capacity) in Load or Priority mode, utilization in utilization mode. They cover a single grouping level, chosen in the Level list: with a team grouping, you see either one curve per team or one curve per resource, never both. A group without a value (resources without a team…) appears as "Not set".
Project actions
Clicking a project name opens an action menu. The three vertical dots in the leftmost column open the same menu.
| Action | Effect |
|---|---|
| ✏️ General project attributes | Opens a quick edit panel: name, dates, status, priority and the other fields of the General tab of the project definition. The 💾 button saves, ✕ closes without saving. A read-only project opens in consultation mode, with no save button |
| 🗓️ Open the project in a new tab | Opens the project schedule in a separate browser tab, without leaving the current view |
| 💶 Open the project budget in a new tab | Opens the project budget summary in a separate tab |
| 🎫 Open the project cards in a new tab | Opens the project cards (tickets) in a separate tab |
The project name is also clickable in the Scenario panel on the left.
Below the actions, the Included in the scenario checkbox removes the project from the view (or brings it back) without going through the Scenario panel: it is the same setting as the project's checkbox in that panel, which updates at the same time.
The Esc key closes the menu, then the edit panel.
Cell detail
Click a cell to open the detail panel:
- List of projects contributing to the workload
- For each, the precise task and allocation
- Possibility to edit the allocation from the panel (depending on your rights)
Best practices
- Work monthly over 3 to 6 months for tactical steering, and quarterly for capacity strategy.
- Use Include leave during arbitration: without this option, real capacity is overestimated.
- For persistent red cells, two levers: reschedule the tasks (from the project) or add capacity (reinforcement).
Displayed capacity comes from the Workspace calendar and, if any, individual calendars set on the resource record.
Resource grid totals
In the resource grid, each consolidation level — project, resource and grouping axis (team or any other added attribute) — shows the sum of the allocations it contains, for every numeric column (Planned, Actuals, ETC, Δ ETC…). “Other projects” rows are excluded from the totals.
See also
- Activity — alternative chronological view
- Actuals — planned vs actual comparison
- Team cards — Kanban view of cards