Allocate time

Adding allocations, overtime indicators.

Justyna Kawalec avatar
Written by Justyna Kawalec
Updated over a week ago

We have recently renamed tasks to allocations.

By scheduling allocations and optionally assigning them to related tasks, you can quickly understand your team's planned time and track total hours faster in your reporting. Find out more about this change here.

Add an allocation

To create an allocation, just click and drag across a date on the Schedule to bring up the scheduling menu, or use the allocate time keyboard shortcut “T”.

Allocate time.

Set the allocation hours and select the corresponding client and project to add the allocation to a person's schedule.

Allocation menu.

📝Note: We are storing the last used Task per Person per Project. When creating a new allocation, the project and the task name may be completed by default based on the last project and task names used. When updating an existing allocation and changing the project, the task will be automatically changed to the last task used for this person in this project. You can always modify it!


Project tasks can be added within an allocation or within the project menu.

While assigning allocations to related tasks when scheduling is optional, it is useful to help group allocations in the reports. Leaving the task blank means only the client/project name will be displayed on the Schedule.

By default, only Project Managers and Admins can add and edit project tasks, while anyone with permission can assign the allocation to pre-set tasks.

The padlock icon next to the Task means that the task list is locked.

Allocation menu. Locked tasks list.


Notes are a place for unstructured information, where you can add details specific to the allocation.

💡Here's a tip: You can type "@" followed by a person's name on any allocation note to mention them. They will receive a notification via email, Slack, or mobile push depending on the person's settings.

Assigned to

You can assign the same allocation to multiple people at once by adding their name to the Assigned to field, or to the whole team by choosing Select all.

Allocation menu. Assign to.

Repeating allocations

You can set allocations to repeat a variety of different ways to save time in the future. Find out more about repeating allocations, time off, and statuses here.

Repeating allocations.


If you schedule over a person's capacity for the day, the background behind the allocation will turn red to indicate overtime.

Overtime indicator on the Schedule.

The hours figure next to the person's name will also change colors when the person has any overtime scheduled in the current date range.

Overtime indicator on the Schedule.

Overtime hours can also be reviewed within your reports.

Report, overtime.

Looking for more tips on scheduling? Check our Resource Planning video guide and our Learn Library resources!

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