Add an allocation

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

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

Allocation status

Confirmed allocation

By default, all the new allocations are created as confirmed and displayed on the Schedule as colored tiles. The color of each tile depends on the project it belongs to.

In the allocation menu, you can select whether it should be Completed or Tentative.

Tentative allocation

If an allocation is tentative, it means that it has yet to be confirmed. By default, all allocations linked to tentative projects or project phases are tentative as well. If a project is not set as tentative, any individual allocation within the project can be marked as tentative from the allocation menu. On Schedule, they are displayed as color outlines to clarify that they haven't been confirmed yet.

Complete allocation

Some teams decide to mark the allocation as Complete to indicate that the work has already been completed. When marked as complete, a checkmark is displayed next to allocations, and the allocation color becomes translucent.

📝Note: We store 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. You can always modify it! When updating an existing allocation and changing the project, the task will be automatically blanked so you can add or select a new one.

Tasks

Project tasks can be added within an allocation or 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 allocate the allocation to pre-set tasks.

The padlock icon next to the Task field means that the task list is locked. The Project Owners can lock the task list by selecting Only Project Managers can add to this list in the Tasks tab within the project settings. This ensures that your team only schedules and logs tasks from the approved list.

Task Budget

If your project's budget is set to the task level, the remaining budget for the selected task in the allocation will show up. The remaining budget calculation includes the work you are scheduling.

📝 Note: Non-billable tasks in a billable project are not included in the budget.

Example: If your task budget is $10,000 and you are currently scheduling a person to work on that task for $2,000 worth of time, then the budget remaining will show $8,000 task budget remaining after this allocation is created.

When no task is selected on the allocation, the budget will not show up in the modal.

Notes

Notes are a place for unstructured information, where you can add details specific to the allocation. The character limit for allocation notes is 1500.

💡Here's a tip: To mention a person, type "@" followed by their name on any allocation note. Depending on their personal notification settings, they will receive a notification via email, Slack, or mobile push.

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.

Repeating allocations

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

Overtime

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

If you use date range insights, 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.