Workload View to reflect time remaining
Skip Lefever
Reduce hours already completed toward estimate, so that the remaining total reflects what is actually left to complete for each day.
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Jani Bouwer
For me the missing pieces here are:
- If I am booking a 5hrs task over 2 days but I only have 1hr available on day 1, it should auto allocate the remaining 4hrs to the 2nd day automatically. At the moment, we often have to split a task into multiple sub tasks to ensure the correct time allocation is applied to each day based on capacity available on each day
- If I am looking at the resource view at 2pm, it usually shows me that there is capacity for today if tasks have already been completed for today - not taking into account that there is only 3hrs remaining in today
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René Justesen
We made our own like this. A bit rudimentary, but very efficient. As PMs we have an instant overview over which developers need more assignment, which have more than enough etc. One glance is enough. Click on an item will open that one up and display the tasks and the remaining hours on each task.
Made in proprietary CakePHP project using API
Vasil Enchev
I’m leaving here an AI-generated mockup of the remaining time, which is also deducted from the capacity. This isn’t a design that will be implemented in ClickUp, but I wanted to get some feedback on the direction if that’s the right one.
The idea is that if you have a task estimated to take 20 hours over 5 days, represented as [4, 4, 4, 4, 4], and you’ve tracked 16 hours instead of 12, assuming now is day 3 - what is shown and calculated in the workload is [5.3, 5.3, 5.3, 2, 2]. - On days 4 and 5, you have less time to complete your tasks than you would have without any time tracking.
One open question this raises is what if you don’t track time at all? In that case, we assume you worked the specified time and don’t do anything with the hours. The opposite scenario would be to simply push all time towards the last two days.
Piotr Sybilski
Vasil Enchev "What if you don’t track time at all?" It is organization's decision to make. To use time remaining or not. I would say that if you want to stick with the current setup and you do not track time carefully then you should not enable remaining time view at all. This view has only meaning if you do track time on regular basis. Otherwise this will increase chaos.
"In that case, we assume you worked the specified time and don’t do anything with the hours."
This function will create confusion, as it tries to join two types of views (with time remaining and without) and does not allow for teams' decision to track or not track time. (I.e. team A decides to track time carefully to see how much work is left but in tasks with 0 time tracked you would assume that someone did work on the task and by this hide real state, plus make the view not useful for team A).
Ryan Tirrell
Vasil Enchev
On Point 1:
"The idea is that if you have a task estimated to take 20 hours over 5 days, represented as [4, 4, 4, 4, 4], and you’ve tracked 16 hours instead of 12, assuming now is day 3 - what is shown and calculated in the workload is [5.3, 5.3, 5.3, 2, 2]. - On days 4 and 5, you have less time to complete your tasks than you would have without any time tracking."
My Opinion on Point 1:
- This is exactly what I need. Real remaining time.
- You don't have less time to complete your tasks - you should only need to dedicate 2 hours per day (or 4 hours on day 4) - and the task should be completed.
- As a Project Manager or any type of work coordinator, this is gold-dust.
On Point 2:
"One open question this raises is what if you don’t track time at all? In that case, we assume you worked the specified time and don’t do anything with the hours. The opposite scenario would be to simply push all time towards the last two days."
My Opinion on Point 2:
- Great point. For me at least, if I've enabled 'Remaining Time' tracking on a space, then I'd need to see the time pushed towards the last two days.
- If I've not enabled 'Remaining Time', then I'd expect to not see remaining time at all, and effectively for it to work like it does now (i.e., not taking actual time away from estimated time to show real remaining time - and therefore not calculating capacity from it).
In short, if I've enabled 'Remaining Time' then all the functionality kicks in - and pushes remaining worktime and capacity around (as above) - if I haven't enabled it - leave it as it is now.
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René Justesen
Vasil Enchev - maybe you are over-complicating it a bit. For me, the present workload UI is fine - if you just gave us the option of displaying according to 'remaining time' not 'total estimate'. I have always wondered who could need anything but the remaining time schedule?
Our own workload-view (see my post above) we include the OVERDUE tasks remaining time on the current day.
Andreas Otto
Piotr SybilskiThis is exactly what we think. Concidering remaining time is the initial decision, all the rest should follow this preference.
Andreas Otto
Vasil EnchevGood example, thanks! From here, it would be a real WORKLOAD view for our use cases.
Mark Verschuuren
Vasil Enchev dont overcomplicate it, it just need to show time tracked, this way you can easily see if something is taken longer then estimated and anticipate.
Another benefit from showin time tracked in workloadview is that you can keep showing the tasks in the view.
Example:
User a is planned for 4 hours, he has done task and written 4 hours. He then hads over the task to the next deparment. - at this moment, the task will dissapear from the workload view and it appears he has room to pick up work.
As he tracked 4 hours on that task, those 4 hours should remain visible on that day in the planner even when the task i handed over to someone else.
Workloadview is currently depending on the assignee, while it should show a user capacity per day, so also tracked time on a task that is handed over to another assignee.
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John Sanchez
Vasil Enchev: I would expect it to work the same whether time has been tracked or not. If I didn't log any time, it should show 10 hours per day for the next 2 days.
What level do you plan to have this setting? Is this a Space-level ClickApp or a view configuration?
For past days, I would prefer to see the actual time spent rather than evenly spreading the total time spent across the start_date - yesterday. For example, the start date may have been Monday but I did a little work on Sunday to get ahead. I wouldn't want it to show that I worked Monday and Tuesday when I really worked Sunday and Monday but didn't do anything on Tuesday.
Dan Heuer
I dont think that showning the time remaining on task is much of help (we can use formula for that). Getting the time remaining to the workload is critical
Vasil Enchev
Dan Heuer: I meant on timeline / workload items (tasks)
Vasil Enchev
Hey Y'all I merged a lot of posts together to get some critical mass for this. Let's get some new feedback in here for 2026.
The way I understand it there are both requests for tracked time to be reflected next to the daily capacity as well as on tasks so that you get time remaining.
Would something simple as just showing 27h/24h on tasks be a solution or a good first step?
Hovering on that could show more info like Time remaining. Show everything on the task is a bit complicated but we have efforts to do proper fields on tasks for timeline and workload.Piotr Sybilski
Vasil Enchev It would be great to have an option to see in the workload values showing time left (estimate-time tracked) as the workload for the future (i.e. time after today). Time in the past could spread the time already tracked evenly. We use it not to create unhealty overload for employees in the coming weeks/months. With current approach workload view does not take into account what really happened (i.e. uneqal work time, someone worked on the task for a week straight and is close to finish or someone had other obligations and did not put a single hour into task, both will show the same workload for the next week).
Vasil Enchev
Piotr Sybilski Yeah, that would be great, but it’s a bit more complex. Have anyone seen anyone who is doing it? As soon as we do that it would be natural to start moving end dates on the timeline (finish early, finish late)
Piotr Sybilski
Vasil Enchev not in any available tool. We use ClickUp API to get the data and create our own raport for projects planning, but we treat this as a workaround until similar capability will become available in ClickUp.
Ryan Tirrell
PLEASE MAKE THIS A THING!
I am managing workload across teams of 20-30, reducing the time remaining by time worked would be an absolute game-changer!
Keep the [Original Time Estimate] field.
Add a [Time Remaining] field, which inherits the [Original Time Estimate] when its first added.
Then when [Actual Time] is recorded against the task, reduce the [Time Remaining] by the amount worked. When it runs over, show a negative figure.
Icing on top would be:
- When in negative show an optional highlight (i.e., amber/red)
- Optionally prevent adding more time than the original estimate (great for billing clients based on fixed price / hours work).
Vasil Enchev
Ryan Tirrell: Thank you for this feedback, would 25h/16h work for you? I'm trying to. grasp how important is seeing the remaining time as a separate field [-9h] [16h]
I guess also when remaingin time is equal to the estimate (nothing tracked) we just don't show it? [16h] [16h] would look odd to me.
Ryan Tirrell
Vasil Enchev - saw your mockup image above.
Yes that looks great for the workload view task items.
Just remember, the other - arguably most important - point would be that the [Time Remaining] should be the field used to calculate against capacity. So as users add [Actual Time] to their tasks, their real capacity is reflected in the Workload View.
I will just reiterate that having those fields be separate on the list view is important, because we might want to order by [Time Remaining] to understand where the quick-wins are - or the things that haven't been worked on at all (full time remaining).
Vasil Enchev
This is also related to having a time remaining field -> https://feedback.clickup.com/feature-requests/p/add-time-remaining-column - and being able to see any fields in the workload view -> https://feedback.clickup.com/feature-requests/p/fields-support-for-timeline-workload
Vasil Enchev
Merged in a post:
For Workload view, take into account tracked time in time estimates or allow time to be split into multiple periods
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Jan
Right now, the workload view only seems to take into account time estimates. When a task has tracked time, the workload view doesn't take this into account and won't shorten the time estimate of the task.
Clickup's Workload view also assumes that task time will be equally distributed per day. This is an issue for tasks that are worked on inconsistently. In some cases, I only have thirty minutes for a task one day and an hour for it the next day.
There isn't a good way to split up the time estimates in Workload view other than by artificially splitting the task into subtasks and tracking hours that way.
Vasil Enchev
Merged in a post:
Time Tracked decucted from Time Estimated in Workload View
Robin Bevilacqua
We're using the Workload View for Resource Management but we've encountered a problem when it comes to Time Tracked and how it impacts this view.
If someone is assigned to work on a task for which we've estimated 8h, and that person tracks 6h against it, it would still show 8h in the Workload View rather than the 2h remaining, do you know if this is something that can be adjusted?
Vasil Enchev
Merged in a post:
Estimated Time Minus Tracked Time
John Wylde
As you can see in the images, this particular job only has 1h worth of work remaining on the task but when viewing in the workload overview it uses the full 8.5h for calculation
It would be amazing if it took into account the tracked vs estimate and adjusted workload accordingly
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