Every Resource. Every Board. One View.

6 minute(s)

Resource planning becomes increasingly difficult as your team grows and your task list grows (or, most likely, they grow together). Teams create new boards for every client, department, project, or initiative, and before long, one person’s work is spread across half a dozen places. It’s a natural way to manage tasks, but one that makes it very difficult to see a high-level view of the organization’s resource capacity.

A project manager wants to know whether a developer has capacity for a new project. An operations manager needs to understand who’s overloaded next month. A marketing manager needs to find an available graphic designer that has video editing skills. Answering these questions often means jumping between multiple boards to piece together assignments and a full picture of capacity manually.

SuperPlanner’s Workload view provides cross-board workload visibility that brings every task assigned to every resource into a single view, giving you a complete picture of your team’s workload across your entire monday.com account.

In This Guide

  
• A Resource Planning Command Center
  
• Understand Scheduling & Capacity
  
• Better Workload Visibility
  
• Workload Calculations That Reflect Real Progress
  
• Plan Weeks or Months in Advance
  
• Why Cross-Board Visibility Matters

A Resource Planning Command Center

While monday.com’s native resource planning tools offer individual board views, SuperPlanner’s Workload view was designed as a central command center for resource planning across all company boards.

Instead of looking at projects one board at a time, managers can see exactly how busy every resource is, no matter what board the project or task lives on. Switch between daily, weekly, or monthly views to understand what’s happening today, what’s coming next week, or whether your team has capacity to take on new tasks in the future.

Each circular workload widget provides an instant overview of a resource’s availability in a convenient pie chart. Hover over it to see exactly how a resource’s capacity is distributed between planned work, time off, and remaining availability.

For example, instead of simply showing that a resource is 79% allocated, SuperPlanner breaks that figure down into actual working hours, planned leave, and available capacity, giving viewers the context needed to make informed planning decisions.

Understand Scheduling & Capacity

One of the biggest challenges with resource planning is that no two people work exactly the same schedule. 

For example, some employees work four days a week while others work full time. Others may work fewer hours per day. Every employee has his or her own regional holidays, personal days, and planned vacations. Treating everyone as though they’re available for the same number of hours inevitably produces inaccurate forecasts.

SuperPlanner calculates workload individually for every resource based on their personal availability. Working hours, calendars, holidays, vacations, and time off are all taken into account automatically, so capacity reflects reality instead of assumptions.

The result is a much more accurate picture of who can actually take on additional work, and when.

And yet, knowing that someone is fully booked is useful. Understanding why they’re fully booked can be even more valuable.

In addition to the ability to hover over a resource on any given day or week to see every task (or vacation day) contributing to their workload, managers can reassign tasks directly from the Workload view to reduce the burden or free up a resource for an upcoming project. To do this, just double click on the relevant day to open up the task list, then drag and drop the task to another resource.

Better Workload Visibility

Different planning conversations require different perspectives. Rather than offering a single, limited view, SuperPlanner lets you group your workload view in multiple ways, so you can see everything exactly as you need to. 

When you’re trying to understand an individual’s availability, grouping by resource gives you a complete picture of everything assigned to each person across your workspace.

When you’re managing a team or client work, grouping workloads by board provides a different perspective. Tasks remain organized within their projects, making it easy to review workloads at the project level. 

Finally, grouping by column organizes workloads by assignment type, so you can review Developers, Designers, QA engineers, or any other resource group independently. This is especially useful when different teams are responsible for different stages of a project and you need to understand the capacity of each role separately. 

When you’re planning a task, you may want to group by role to see which resources are the best for the job, and who is available when you need it.

Many planning tools simply spread estimated hours evenly across the duration of a task. While that provides a rough forecast, it quickly becomes inaccurate once work actually begins.

SuperPlanner combines both planned effort and actual reported time to keep workloads up to date throughout the life of a task.

Imagine a task planned for 20 hours over five days. Initially, those hours are distributed across the task’s duration (two hours per day for five days). But work isn’t always done according to this formula. If the assigned resource reports six hours of work on the second day, SuperPlanner immediately updates the workload. Those six hours are allocated to the day they were completed, while the remaining planned effort is redistributed across the rest of the schedule.

Here’s what a task looks like with evenly distributed hours:

When six hours are marked as complete, SuperPlanner automatically rebalances the workload:

Once the task is marked as done, any remaining planned effort is removed entirely, ensuring future workload forecasts stay accurate.

With a workload view that stays updated as work progresses, managers can make resource decisions based on real-time information instead of generalized estimates. 

Cross board workload visibility isn’t just useful for managing today’s work. It also gives you the information you need to make better decisions about the future.

Switch from the default daily view to the weekly or monthly view to quickly identify upcoming bottlenecks, spot underutilized team members, and determine whether new projects can realistically be scheduled without delaying existing commitments.

This makes it much easier to answer questions like:

• Do we have capacity for a new client or product launch next month?
• Which teams are approaching full utilization?
• Should we redistribute work before deadlines are affected?
• Is it time to hire, or do we already have available capacity?

Instead of reacting to resource conflicts after they happen, you can address them while there’s still time to adjust.

As organizations grow, so does the complexity of resource planning. Looking at workloads one board at a time cannot create a full picture, especially when people contribute to multiple projects simultaneously.

SuperPlanner’s Workload view brings everything together into a single planning environment, creating cross-board visibility, and allowing managers to see capacity across the entire organization, understand exactly where time is being spent, and make confident resource allocation decisions based on complete, real-time information.

Whether you’re managing a small delivery team or hundreds of resources across dozens of projects, having one place to understand workload makes planning faster, more accurate, and far less reactive.