The Team schedule makes your team’s workload visual. It’s a color-coded display of each person’s schedule, availability, overbookings, and time off that we call the heat map. This bird’s-eye view can help you make decisions to reassign time, extend or shorten a project’s time frame, or even hire new people.

You can get to your Team view by heading to the Schedule and clicking the Team button in the top left of your screen.

Choosing a heat map view

Forecast offers a few different options for analyzing your team’s time: daily, weekly, and monthly availability, and weekly and monthly capacity. Use the heat map dropdown at the top of the Team schedule to choose the option that works best for you. Note that the options available depend on whether you’re in the Day, Week, or Month view.

Viewing daily availability

You can view your team’s daily availability by selecting Day from the dropdown near the top right and Daily availability from the heat map dropdown.

This view will show you the number of hours per day a person is available or overbooked. It’s best used to locate available hours to schedule on a daily basis.

Viewing weekly availability

You can view your team’s weekly availability by selecting Week from the dropdown near the top right and Weekly availability from the heat map dropdown.

This view will show you the number of hours per week a person is available or overbooked. It’s best used to locate available hours to schedule on a weekly basis.

Viewing weekly capacity

You can view your team’s weekly capacity by selecting Day or Week from the dropdown near the top right and Weekly capacity from the heat map dropdown.

This view will show the total number of hours a person is booked for a given week. It also shows a capacity percentage—that is, the person’s total scheduled hours for that week divided by their total capacity. This is best used if you plan by weekly assignments.

Viewing monthly availability

You can view your team’s monthly availability by selecting Month from the dropdown near the top right and Monthly availability from the heat map dropdown.

This view will show you the number of hours per month a person is available or overbooked. It’s best used to locate available hours to schedule on a monthly basis.

Viewing monthly capacity

You can view your team’s monthly capacity by selecting Month from the dropdown near the top right and Monthly capacity from the heat map dropdown.

When selected, this view will show the total number of hours a person is booked for a given month. It also shows a capacity percentage—that is, the person’s total scheduled hours for that month divided by their total capacity. This is best used if you plan by monthly assignments, or if you’re trying to answer high-level questions about your team’s overall availability.

Analyzing the heat map

The colors of the heat map change as time is assigned to a person—the darker the shade, the more hours assigned. The colors used are the same for all heat map views, and an alternative color scheme is available for people with red-green color blindness.

• Green means that a person’s schedule is in the clear—they’re not overbooked. The darker the green, the fuller a person’s schedule. You can customize each person’s default number of hours for the week, as well as the days of the week they’re available to work. We use these to measure a person’s daily availability.

  

• Red means a person is overbooked. You may want to reassign that time.

  

• Black indicates a person has enough Time Off scheduled to be off for their whole day.

  

• Gray with red stripes indicates a person’s Time Off conflicts with an assignment. You may need to edit their schedule to fix that conflict.