How do I use the workload plan to schedule the team’s work?

Path: Time / Expenses > Workload plan.

The workload plan compares budgeted time with collaborators’ working capacity. Use it to identify overloaded or available periods, schedule upcoming work and review changes before saving them.

Know which data is being used

• Budgeted time represents planned work. Actions in Plan create or update these rows; they do not enter actual time.
• Actual time is time that has been entered for work performed. It is available only as a reading mode in the Overview.
• Potential time defines a collaborator’s explicit gross capacity. When none exists for a day, Tempolia falls back to that collaborator’s standard day.
• Absences are deducted from gross capacity to obtain available capacity.

Displayed calculations: available capacity = gross capacity − absences; workload = billable + non-billable time; utilisation rate = workload ÷ available capacity. Overload is calculated day by day, so a balanced monthly total can still hide an overloaded day.

1. Define the scope before analysing

1. Select the dates, then group the results by day, week or month.
2. Under Displayed data, select Budgeted time for forecast data, Actual time for entered time, or Actual time + budgeted time. The mixed mode displays actual time before the Budgeted time from date and budgeted time from that date onwards.
3. Narrow the scope by company, collaborator, client or workload status if needed. Advanced filters also include group, sector, function, level, matter, task, workload type and activity or absence.
4. Select Apply filters. Previous, Today and Next move the entire period. You can save a filter set for later use.

Budgeted time, Actual time and Actual time + budgeted time affect the Overview. Plan always uses budgeted time, which prevents actual time from being changed accidentally. Simulation displays the rebalancing proposal kept in the session; changing the filters does not alter it.

2. Use each tab for the right question

• Overview: review metrics, alerts and the balance by collaborator. Select a card to apply its filter, or a cell to inspect workload, capacity, rows and anomalies for the period.
• Plan: By collaborator compares workload and capacity; By matter groups budgeted time by client, matter and task; Budgeted time details shows every entry and, subject to permissions, provides edit, split and delete actions.
• To budget: find events whose estimated time is not yet fully budgeted. Time left to budget is estimated time minus the linked budgeted time already scheduled. Preview the distribution before confirming it.
• Capacity: review gross capacity, its source and deducted absences. A “pot.” tag indicates explicit potential time; “theo.” indicates a fallback to standard-day hours.
• Simulation: review a temporarily stored rebalancing proposal before applying it to the plan.

Some tabs and buttons appear only when the related module is enabled and your permissions allow you to view or change budgeted time, events or potential time.

3. Schedule or correct budgeted time

• Create budgeted time creates an entry for a date, collaborator, client or non-billable task, matter, task, duration and optional label.
• Distribute budgeted time allocates a total duration across the selected collaborators and dates, uniformly, as early as possible or as late as possible. Dates outside employment and slots without capacity are excluded; any remainder is shown in the preview.
• In Budgeted time details, Split keeps the entry’s total duration but allocates it to several dates or collaborators.

These actions open a preview showing creates, updates, skipped rows and the effect on overload. Review it, provide a reason if the change increases overload, then confirm. Budgeted-time creations and distributions are saved directly after confirmation; they do not go through the Simulation tab.

4. Enter capacity without confusing workload and availability

1. In Capacity, select Create potential time.
2. Select collaborators and a period, then enter the billable and non-billable hours that make up each day of the typical week.
3. Choose Fill days without potential time to preserve days already entered, or Replace existing potential time to reapply the typical week. Handle public holidays separately with Do not change or Create explicit zero capacity.
4. In the preview, review created, replaced, preserved, skipped and conflicting days, then save the potential time.

The generator writes theoretical availability, not planned workload. Absences are deducted afterwards. Use potential time to answer “how many hours can be worked” and budgeted time to answer “what work is planned”.

5. Understand exactly what Simulation means

Simulation is the private draft of one rebalancing proposal. It is not a full copy of the plan, a shared scenario or a history.

1. In Plan > Budgeted time details, select one or more future budgeted-time entries. Past time and absence entries cannot be selected.
2. Select Suggest rebalancing, define the destination period and eligible collaborators, then choose placement as early as possible or as late as possible. Allow a change of collaborator only when reassignment is acceptable.
3. Review the preview: it explains proposed moves, unchanged or unplaceable entries and the impact on overload.
4. Select Keep in simulation. No budgeted time has been changed yet.
5. In Simulation, use Apply the rebalance to revalidate and save the proposal, or Discard the rebalance to remove it.

The simulation belongs to your current session and database. It is not shared and is lost when the session ends. Tempolia revalidates the rows before applying them and refuses the write if the data or your authorised scope has changed since the preview.

Check the result

• After a change, reload the Overview with the same scope and check workload, availability, overloads and alerts.
• If capacity looks wrong, first check its source, standard-day hours, potential time, absences and the collaborator’s employment dates.
• If a row is missing, check the period, company, filters, permissions and, in mixed mode, the cut-off date.
• Use Export to retain the grid, row details, alerts, events to budget, capacity data or simulation preview, subject to your permissions.

Monthly budgeted time and the forecast calendar remain available for additional checks.