Team planning allows you your employees on projects and identify future team capacities and bottlenecks.
Note: The team planning is available for the user roles Admin and PM. In the general account settings, the read access to the planning can optionally released for all employees.
You can access team planning through the "Planning" menu item, and switch to "Project planning" and "Absence planning" via the tab navigation in the metabar.
Create planning entry
Open the details view of an employee to schedule them for a new project.
Clicking the "+" button displays a list of all active projects for which you have permissions, and you can assign users to projects. By hovering over the project timeline, you can create a new planning entry by clicking on the "+" symbol.
Note: After selecting a project, the employee will be automatically assigned to the project and will be able to record working hours on it from now on.
A new entry for the day opens. Here you can set the hours per day or the total hours, start and end date. You can also change the user if you created the scheduling entry for the wrong user. Add information in the comment field to provide more detailed instructions, then click the "Save" button.
In the planning overview you can move, extend or shorten created planning entries by drag and drop.
Identify team capacities
With CoffeeCup Team Planner you can see at a glance how much capacity an employee has in a certain period of time. The wide bars in the timeline and their color indicate the employee's remaining capacity and whether the employee is absent.
without bar - The employee is not yet scheduled
light gray bar - the employee is already scheduled, but still has capacity. The number of available hours is displayed on the left edge of the bar.
dark gray bar - The employee is 100% already scheduled and has no more capacity.
red bar - the employee has been scheduled beyond his/her capacities. The number of over-scheduled hours is displayed on the left edge of the bar.
Bar with upper color border - the employee is absent due to vacation, absent day, etc. The type of absence can be viewed by moving the mouse over the color border. Depending on the type of absence, the absence is displayed as free capacity or not.
Note: The daily capacity of an employee can be set in the "Remuneration and working hours" section of the employee management. If the employee does not have fixed hours per day but hours per week or flexible working hours, a schedulable capacity of 8 hours will be used.
General functions
You can switch between team, project, and absence views in the metabar. The exact time period can also be specified.
You can use the zoom buttons to display a larger or smaller time period.
Use the filters
To simplify team planning, you can filter employees by name, tags, teams, projects, or clients.
Any questions?
If you still have questions about the team planning, contact our support directly here in the chat or by E-Mail. We are happy to help you at any time.