Calculation of the resource utilization in the overview

TIP Please read the article Essential settings for the resource overview, so that you know which InLoox account settings you have to make.

InLoox uses the following data to calculate the resource utilization:

• Calendar of the persons
• Outlook calendar appointments of the persons (optional)
• Effort of the task of the assigned person
• Start and end date of the task or start and end date of the task assigned to the task or start and end date of the project (if the task has no start/end date and is not assigned to any task).

Flexible Filter Options

With the new filter options, you can control the workload calculation even more precisely. Using sliders, you can specify whether project requests and Outlook appointments should be included or excluded, and which projects with specific status values (e.g. "Started") should be taken into account.

Levels in the resource overview

In the resource overview itself you will find different levels:

1. Division & team level: Here you can see the total utilization of all persons assigned to a specific division or team. You can create teams manually in the workload view, and you can create a division in the InLoox Account Settings under Organization >> Divisions. Read more details under Create and edit a resource overview for a team or division 
2. Person level: Here you can see the total utilization of the resource (=person). The intuitive level indicator helps you to see the level of workload at a glance.
3. Project level: Here you can see the assignment of the resource to various projects as well as the total workload across the individual projects.
4. Task Level & Outlook appointments: If you are interested in detailed project information, you can further expand the projects and see the individual tasks including effort in hours for each task. On top, InLoox offers an extended integration with your personal Outlook account for the resource overview. The synchronized appointments are displayed in the resource overview in the line "Outlook appointments". These appointments only contain information about start, end and therefore also the duration (corresponds to the effort) of the appointment. Other details like subject and description of the appointment are not relevant in the resource overview and will not be displayed. Note This feature requires an active connection between your Office 365 account and InLoox - you can set this up quickly and easily in the InLoox settings for the resource overview.

Tip To avoid having to expand/collapse the levels manually, use the Expand/Collapse Levels button in the navigation bar and choose between Teams & Divisions, People, Projects, or Tasks & Events. This allows you to switch to the desired level of detail for all resources at once, which is particularly helpful for larger resource planning tasks.

Columns in the workload view

Since InLoox 26.1, the following columns are displayed by default in the workload view:

• Capacity: Based on the selected calendar of the resource, this column shows how many working hours are generally available, e.g., 40 hours per week.
• Allocation: Shows how many working hours are already scheduled, e.g., due to the effort required for assigned tasks or Outlook appointments
• Availability: Shows how many working hours are still available

For the calendar view itself, you can set whether the utilization information should be displayed in % or in absolute values (hours). When choosing absolute values in hours, the three purple buttons for allocation, capacity, and availability can be used to make precise forecasts about how much capacity is still available in the coming months, for example. For more details about the buttons in the navigation bar, see Navigation in the calendar.