The Gantt view in Work management shows the working time allocated to tasks and the hours logged against them. In the User as main level view, you can also see vacations and sick leave. Resourcing is a plan for a user's working time: it is separate from the task's due date and actual time entries.
Open the view and filter the work
Open Work management in your browser. The Gantt view is at the bottom right of the page, below the calendar. First filter the tasks using the page's main filters, then select the required time range under Search for tasks from. If needed, see the guide to Work management views and filters.
Gantt only shows tasks with resourcing start and end times. Tasks without resourcing do not appear in the chart. When searching within a time range, a task is retrieved if its due date or the start or end time of any of its resources falls within the search range. Resourcing that spans the entire search range therefore does not, on its own, guarantee that the task will be found. Completed tasks must be included in the status filter.
A Gantt search includes a maximum of 3,000 tasks. A broad search may not display all matching work; if this happens, narrow the time range and the other main filters.
On the Gantt view's own toolbar, Show users and Search by task heading refine the display of data already loaded. They do not replace the main filters or load missing tasks. The toolbar's Select a time range control changes the timeline scale; the default is day. To work with precise times, use the hour scale or the resourcing editing form.
Select a grouping and identify the bars
Select a suitable grouping under Show tasks on the Gantt toolbar:
- Tasks as main level: users and their resources appear under each task.
- User as main level: tasks and their resources appear under each user. This grouping also shows absences.
- Spots as main level: tasks, users and resources appear under each Spot. A task without a Spot does not appear in this grouping.
Expand the levels you need using the arrow next to the row in the table on the left. The main-level bars combine the earliest start and latest end of the rows below them. Their full span does not represent continuously allocated working time, and they cannot be dragged. Change an individual resourcing bar for a user on a specific task.
Change working time by dragging
Making changes requires permission to edit the task and manage its resourcing. Resourcing for a completed task cannot be changed in the Gantt view.
In the Tasks as main level and Spots as main level groupings, editing also requires all parties responsible for the task to be among the users allowed by your permissions. The name of a user outside that scope may be hidden. User as main level shows only permitted users and evaluates task editing permissions on their rows. This is why the same task may be editable in one grouping but blocked in another.
- Find the individual resourcing bar for the correct task and user.
- Drag the middle of the bar to move the entire time period while keeping its duration. Drag the left edge to change the start or the right edge to change the end; dragging an edge changes the duration.
- Check the The new times are information and the duration shown while dragging.
- Release the bar. The change is saved immediately without a separate confirmation. Wait for saving to finish and check the result.
The end must be later than the start. Resourcing periods for the same user on the same task must not overlap. This check does not prevent overlaps with the user's other tasks or absences: check these yourself. If saving returns an error, check the times and your permissions before trying again.
Add, edit or remove resourcing
Open the three-dot action menu on the user's task-specific row in the table on the left. In the Tasks and Spots groupings, it is on the user row below the task; in the User grouping, it is on the task row below the user.
Add a new resourcing for this user to this task saves a new time period directly. It copies the start time of day and duration of the resourcing period that ends latest. The new date is selected starting from the day after that period's end date: the action skips dates that appear as start or end dates in this user's resourcing for this task. It does not check suitability against other tasks, absences or weekends. Check the new time period and change it if needed.
Edit the user's resources in this task opens the user's resourcing times in a table. Click a Start or End cell, change the date and time, then select Save at the bottom of the form. This lets you set precise times instead of dragging.
Remove user's resource from this task opens a list of resourcing periods. Click the trash icon for the period you want to remove and confirm the deletion. The user must retain at least one resourcing period for this task. Deleting removes the selected planned time period, but does not remove the task, responsible party or time entries.
To add a new user as a responsible party, use the circled plus icon on the task row in the Tasks as main level or Spots as main level grouping. Its tooltip is Add a new responsible for this task. Select the user, check their resourcing times and press Save. The initial values come from the service's default resourcing: the date is the task's due date or, if it has none, today, and the time of day and duration come from the default settings. If the task's responsible party follows a role, individual users cannot be added using this action. This add icon is not available in the User grouping.
Interpret logged hours correctly
Logged hours appear as a thin green bar alongside the resources in all three groupings. Hover over the bar to see Log type, Type and Hours. The type information also shows a code if one has been defined.
A user's task-specific green bar represents the total hours logged against the task within the searched time range. Only task entries linked to the loaded tasks that you have permission to view are included. General hours, service request hours and quantity-based entries are not included in the total. The total hours do not represent utilization and do not compare the hours with the length of the user's working day or their resourced hours.
In a search limited to a time range, the calculation uses each entry's actual start and end times and counts only the portion within the search range. The current time is used as the end of an ongoing entry. The boundaries of the search dates are determined in the service's time zone. Hours are totaled by user, task and type, and the totals for each type are rounded to two decimal places; totals that round to zero are not shown.
For example, a one-hour entry from 23:30 to 00:30 is split across two days: when you search only the latter day, 0.50 hours are included. This calculation differs from the time entry's stored minutes, which are rounded up to a whole minute. When Search for tasks from is set to No time limits, apply all, the total hours use the stored minutes; the duration of an open entry is calculated up to the current time.
The green bar starts at the beginning of the user's task-specific resourcing, or at the start of the visible timeline if the resourcing begins earlier. The bar's position therefore does not indicate the actual times of individual time entries. The bar's visible length is limited by the timeline, so check the number of hours in its details.
View absences
Select User as main level to view absences. Vacation and Sick leave appear on the user's main-level row as separate yellow-brown bars at the time of the absence. Hover over a bar to see Log type, Start, End and Hours.
The displayed absence period is limited to the searched time range, and the hours are calculated from the duration within that range to two decimal places. If an absence has no end time, the bar extends to the end of the search range, but the hours calculation uses the current time. Displaying absences requires a search limited to a time range: they are not included when No time limits, apply all is selected.
A user may also appear based on an absence even without loaded resourcing, if the user and role filters and your permissions allow it. Logged-hours and absence bars are for viewing: they cannot be moved or changed like resourcing bars. If the user's main-level row contains absences, expand the task levels below it to view their logged hours.
Check the saved result
Open the task by clicking its name in the table on the left of the Gantt view. In the task's Responsibility and schedule section, check the user and the resourcing start and end times. Reload Work management using your browser's refresh button and verify that the times also appear in the reloaded chart.
Changing resourcing saves the planned start and end times and recalculates the task's resourced time as the sum of the durations of all its resources. The duration of each resourcing period is stored in whole minutes, discarding any fraction of a minute. Simultaneous resourcing for multiple users is counted separately in the total: a two-hour allocation for two users adds up to four resourced hours.
Changing resourcing does not move the task's due date or change actual time entries. Task-specific resourcing on Android and iOS handles the same stored resourcing times in their own forms; the tools described in this Gantt guide are in Work management in the browser. If you intend to move the due date, see scheduling a task in the calendar. For managing responsible parties and roles, see setting a responsible party and due date.