Team Timeline

The Team Timeline is a reporting and analysis view designed for managers and planners to understand capacity, utilization, and potential under- or over-utilization across teams and their hierarchies over time. It provides a high-level, aggregated view of how teams and individuals are utilized within a selected time frame, supporting capacity planning and decision-making.

Purpose and Use Cases

The Team Timeline focuses on planning insight, not operational editing. Typical use cases include:

  1. Identifying under-utilized or over-utilized teams
  2. Supporting capacity planning and forecasting
  3. Understanding utilization trends across team hierarchies
  4. Comparing utilization with and without soft bookings or absences

Features and Capabilities

1. Hierarchical Team View

  • Displays teams in their organizational hierarchy
  • Utilization values are aggregated bottom-up:
    • Individual users roll up into their teams
    • Child teams roll up into parent teams
  • Managers can start the view from:
    • A selected team
    • Or a preselected team based on their permissions

This allows both high-level overviews and focused analysis on specific branches of the organization.

2. Time-Based Utilization Overview

  • Select a date range to analyze utilization
  • Data is displayed in time buckets:
    • Weekly (default)
    • Monthly
  • The time period can be switched between weeks and months in the settings dropdown
  • Each cell represents the utilization percentage for that interval

Utilization reflects how much of the standard working time is planned or unavailable during the selected period.

4. Configurable Filters and Settings

On the right-hand side, users can adjust how utilization is calculated and displayed:

Include Soft Bookings

  • When enabled, soft bookings are included in utilization calculations and aggregations
  • When disabled, only confirmed/reserved bookings are considered

Include Absences

  • When enabled, absences are factored into utilization
  • Absences reduce available capacity and are included in the total utilization calculation

Example: A user booked for 80% and absent for 20% in the same week results in 100% utilization for that period.

Employee Type Filter

Below the toggles, the settings dropdown lists the employee types to display:

  • Restricts the timeline to team members of the selected employee types
  • Members of an unselected employee type are removed from the timeline; their teams remain visible and their aggregated utilization is recalculated over the remaining members
  • Team booking rows are not affected, because a team booking has no employee type
  • Selecting no employee type at all shows every employee type, just as it does for the accounting types

Accounting Type Filter

  • Filter utilization by booking accounting types
  • Only bookings matching the selected accounting types are included in aggregation
  • The Empty option controls whether bookings without an accounting type are included

Each checkbox takes effect immediately, and your selection is saved per user, so the timeline reopens with the same filters applied. A filter section is not shown if its underlying field has been hidden for your organisation.

Team Bookings on the Team Timeline

What is a Team Booking?

A team booking is a booking with no specific assignee yet. It is reserved for a future member of the team: the position is open, but the capacity is already planned.

Team bookings are visible in the resource plan as a theoretical distribution of person days across the current team members. On the team timeline they are displayed as dedicated rows alongside the real team member rows.

How Values are Calculated

The displayed value for each interval is the planned capacity stored on the booking:

  • Weekly view: the stored weekly capacity value for that week
  • Monthly view: the stored monthly capacity value for that month

The same accounting type, soft booking, and absence filters applied to user rows also apply to team booking rows.

Effect on Team Utilization Aggregation

Team booking capacity is included in the team's aggregated utilization value. Specifically, the booking's planned capacity is added to the sum of all user utilizations for that interval, and the result is divided by the number of real team members. Team bookings themselves are not counted as members in the divisor.

Example: A team has 3 members each at 60% utilization, and a team booking at 90% for the same week. Team aggregate = (60 + 60 + 60 + 90) / 3 = 90%

This means a team booking with high planned capacity increases the visible team utilization, signalling that unassigned work is contributing to the team's load.

Exporting the Team Timeline

When a team is selected, the “Weekly by team” report exports the currently displayed teams to an Excel file via the export button next to the settings. It contains one row per team (the selected team and all of its sub-teams) with the team name, its parent-team path, and one utilization column per interval, formatted as a percentage. Individual team members are not listed; their utilization is contained in their team's aggregated value.

The export applies the same soft-bookings, absences, employee-type and accounting-type filters as well as the weekly/monthly time unit as the grid, so the exported numbers match what is shown on screen.

Exporting requires the data-export permission; without it the button is not shown.