Resource Planner

The resource planner is a timeline for allocating people to work across date ranges. You lay out bars for each person, size them to the days they cover, and set how many hours a day the work takes — giving you a clear, capacity-aware view of who is doing what and when.

Building allocations#

Each allocation is a bar on a person's timeline that spans a date range.

Placing and sizing bars#

1. Drag to place an allocation across the date range it covers.
2. Resize a bar to extend or shorten the range as plans change.
3. Set the hours per day for the allocation, from 1 to 24 whole hours. This is what drives capacity analysis, so keep it realistic.

You can also manually order allocations on a person's row to reflect priority or reading order, and you can set an allocation to repeat as a series when the same work recurs across multiple date ranges.

Allocation types#

Allocations come in several types so the timeline can represent the full picture of a person's time, not just project work:

Ticket allocations carry client context, connecting scheduled time back to the account it serves. Label allocations are for anything that does not map to a project or ticket but still consumes time. Presence allocations are metadata only: they show where a person is working from but do not affect capacity calculations.

Capacity analysis#

The planner computes capacity so you can see whether people are under- or over-allocated. Capacity is calculated against your organization's:

• Business hours — the working hours in a standard day
• Holidays — non-working days that reduce available capacity
• Timezone — so date ranges and days line up correctly

Because these settings drive the numbers, keep them accurate. You configure business hours and holidays in Organization settings & branding.

Staying informed#

The planner can keep members up to date without them having to watch the board.

• Daily summary email: Members can opt in to a daily summary of their allocations.
• Allocation-change alerts: Members can opt in to be notified when their allocations change.

These are per-member opt-ins, so people control how much they hear from the planner.

Change history#

Every allocation keeps an append-only change history with field-level diffs. Nothing is overwritten silently — you can see exactly what changed, which fields moved, and trace the evolution of an allocation over time. This is valuable both for accountability and for understanding why a plan looks the way it does.

iCal subscription#

Members can subscribe to their own allocations in their calendar app using an iCal export token. Once subscribed, their allocations appear alongside their other calendar events and stay in sync, so the plan meets people where they already work.

Who can edit#

The planner separates editors from viewers. Edit rights belong to:

• The creator of the allocation
• Admins
• Anyone with the planner:edit permission, also known as the resource coordinator role

Everyone else has view-only access — they can see the plan and subscribe to their own allocations, but cannot change bars. To grant editing to someone who is not an admin, assign the planner edit permission as described in Members, roles & groups.

A typical workflow#

1. Confirm your business hours, holidays, and timezone are set correctly in organization settings.
2. Grant the resource coordinator permission to the people who will manage the schedule.
3. Drag allocations onto the timeline for each person, choosing the right type and setting hours per day.
4. Use repeat series for recurring work and manual ordering to keep rows readable.
5. Review the capacity analysis to spot over- and under-allocation, and adjust.
6. Encourage members to opt in to daily summaries and change alerts, and to subscribe via iCal.

Related#

• Projects & roadmaps
• Portfolio
• Members, roles & groups
• Organization settings & branding