# Workload & Capacity Planning

freispace offers a Workload planner that helps you analyse th workload of people, rooms and resources over a period of one to six months. The view is great to get a quick overview over times of idle times as well as overload phases.

## Visualisation[​](#visualisation "Direct link to Visualisation")

freispace shows you a visual indication of the daily workload, absences, vacations and public holidays of any of your staff members and resources, all within one view.

![Staff Workload Planning for Post-production](/assets/images/staff-workload-planner-cc51b5297ec813539b593f57184c022b.png)

By expanding a resource, you can see a preview of any bookings causing the workload.

![Post-production workload and bookings](/assets/images/staff-workload-and-bookings-5b344c49debf104fa21c78db1aa33288.png)

Please note this is a view-only mode, and thus no changes can be made to bookings.

### Display methodology[​](#display-methodology "Direct link to Display methodology")

#### Colouring[​](#colouring "Direct link to Colouring")

Workload is shown as a graph. Blue highlights any workload between 0% and 119%.

Any workload above 120% is shown with a red graph.

| Workload                     | Colour | Reasoning                                                              |
| ---------------------------- | ------ | ---------------------------------------------------------------------- |
| `< 120 %` (below 120 %)      | blue   | No overload, or on the slightly high note that may be okay temporarily |
| `>= 120 %` (120 % and above) | red    | Overload that could lead to problems                                   |

#### Values[​](#values "Direct link to Values")

On working days for staff and on any day for resources, we display the workload in percent.

For days that staff are not expected to work (e.g. weekends, public holidays, vacations), we will display the amount of planned work hours instead.

| Type         | Day type                                       | Display type |
| ------------ | ---------------------------------------------- | ------------ |
| Suites/rooms | any                                            | Percentage   |
| Resources    | any                                            | Percentage   |
| Staff        | Working days                                   | Percentage   |
| Staff        | Non-working days (as per Working hour setting) | Hours        |
| Staff        | Full-day vacations & absences                  | Hours        |
| Staff        | Public holidays                                | Hours        |

Half-day absences for staff count as working days, so a percentage will be shown.

Only absences that do not require time tracking (e.g. sick days) are taken into account. Absences where staff would still be available (e.g. home office) will *not* appear in this view, as they do not have an impact on workload.

### Calculation of values[​](#calculation-of-values "Direct link to Calculation of values")

#### Case 1: All-day bookings[​](#case-1-all-day-bookings "Direct link to Case 1: All-day bookings")

All-day bookings use the following calculation basis:

| Type                 | Hours                                 | Workload |
| -------------------- | ------------------------------------- | -------- |
| Staff                | as per staff working hours (e.g. 8 h) | `100 %`  |
| Other resource types | `24 h`                                | `100 %`  |

##### Staff members[​](#staff-members "Direct link to Staff members")

On staff members, all-day bookings are assumed to consume a staff's full work day.

##### Rooms & Resources[​](#rooms--resources "Direct link to Rooms & Resources")

For any resource type other than people, a full-day booking is assumed to consume the entire day, and is calculated as being 24h.

#### Case 2: Multi-day hourly bookings[​](#case-2-multi-day-hourly-bookings "Direct link to Case 2: Multi-day hourly bookings")

Hourly bookings that span more than 24 hours will typically be calculated based on the start and end time of a booking.

Example: **Mon 10am - Tue 4pm** ⇒ 6 hours *per day*

| Type                 | Hours | Workload | Workload calculation basis               |
| -------------------- | ----- | -------- | ---------------------------------------- |
| Staff                | `6 h` | `75 %`   | Staff working hours (8h in this example) |
| Other resource types | `6 h` | `25 %`   | 24 hours                                 |

#### Case 3: Hourly bookings[​](#case-3-hourly-bookings "Direct link to Case 3: Hourly bookings")

Hourly bookings are calculated based on their actual booking length.

#### Staff members[​](#staff-members-1 "Direct link to Staff members")

Quick note on staff members:

* If a staff member has working times set up, these will be used for any calculation

* Should a staff member not have working times (e.g. freelancers), the team default settings will apply:

  <!-- -->

  * `Workday duration` from the general team settings
  * applied to *Monday to Friday*, with weekends being `0 h`

#### Individual resource times[​](#individual-resource-times "Direct link to Individual resource times")

If resources have specific times attached, those will always override booking start & end times.

In addition, when a resource has individual times, the calculation will always assume hourly bookings. A resource on an all-day booking would therefore be treated as outlined in Case 2 or Case 3.

#### Timezones[​](#timezones "Direct link to Timezones")

When viewing the workload report in a different timezone than the individual booking timezone, the times are shifted accordingly. This may result in skewed workload for staff members and resources that reside in a different time zone than the one you're looking at the planner in.

## Exports[​](#exports "Direct link to Exports")

You may export both Excel spreadsheets (xslx) and PDFs.

![Export workload as Excel](/assets/images/export-staff-workload-bd4809c7aee83b15ac601dedf8f199bc.png)

You may select whether the workload within the export should be in percent or hours.

Within exported Excel files, cells with a high workload will have a red highlighted background.