Capacity planning is essential for effective project management and resource allocation. Tribe CRM’s occupancy planner gives you a clear overview of employee availability and workload, helping you balance assignments and anticipate busy periods. You typically use the occupancy planner when scheduling tasks, assigning project hours, or reviewing resource utilisation. By following this guide, you will learn how to set up and use the occupancy planner to optimise project staffing and track employee capacity.
Table of Contents
What Settings Should I Take Into Account?
How Do I Use The Occupancy Planner?
Using The Employee Occupancy Widget
What Settings Should I Take Into Account?
To get the most from the occupancy planner, you should configure a few key settings for each employee and team.
Number of Workable Hours: Enter the standard number of workable hours per employee directly on their Employee Card. This ensures accurate calculation of allocated hours versus availability.
Skills: Record employee specialisms in the Skills field. You can add new values using the + button in the selection list or navigate to Configuration > Selection Lists > Skill. Skills can then be used to filter employees when planning project staffing.
Teams: Define teams via Configuration > Teams. Teams can be used as filters when scheduling project hours.
How Do I Use The Occupancy Planner?
The occupancy planner shows how project hours are distributed and highlights available capacity.
You can view:
Planned hours per employee on a specific activity
Total planned hours per employee
Scheduled hours per activity per employee
Step By Step Instructions
Open a project and navigate to the Occupancy tab.
Locate the Employee, Norm, Week Numbers, and planned hours sections.
Assign hours by clicking an employee’s week number and entering the data. Add comments if necessary.
To schedule hours for multiple weeks, save the entered hours using the Check Mark and click the Arrow button to specify the number of weeks.
Use filters to adjust the view:
Only show occupancy for this activity (active by default)
Show project members (active by default)
Teams
Skill
Date using the calendar selector
Did you know? Week numbers are displayed based on the project start and end dates (found on the Details tab). Hours can also be scheduled outside the active project period if needed.
Using The Employee Occupancy Widget
You can monitor overall employee allocation using the Employee Occupancy Widget on your dashboard.
Step By Step Instructions
Click the + button on your dashboard.
Navigate to Calendar and Diary and select Employee Occupancy.
The widget displays total deployment per employee across all projects.
Modify or add hours directly from the widget, using the same filters as in the project occupancy tab.
This widget allows you to quickly review who is over- or under-allocated and make adjustments accordingly.
Quick Summary
The occupancy planner and employee occupancy widget in Tribe provide clear insights into employee workload and project capacity. You can assign, schedule, and adjust hours for activities and view total deployment across projects. Using these tools helps you optimise staffing, prevent overload, and maintain balanced project planning.