Availability: percentage of working hours of a resource allocated to a team(s).

Managing resource availability is vital for all your projects, as it affects all other project parameters. The availability factor can increase or reduce the team members' capacity in a specified period. 


Availability

You can set availability for each team member (what percentage of their working hours is assigned to the team).

Availability impacts the capacity:

  • if a team has 4 members, and each is assigned 50% of their 8h day to the team, the team capacity for a day is 16h (if no other non-working days detract from capacity). 
  • if a resource has a 10h workday and their availability for a team is 60% they contribute 6h to the team capacity. 

Adding a team member

When you add a team member, specify the availability for that period. 

Adding a membership entry

When you add a membership entry (for a team member), specify the availability for that period. 

Editing a membership entry

Open the list of membership entries for a team member by clicking on their username:

You can edit the availability value of a membership entry. 

Limitations: you can't edit the value if the team was inherited. Changes have to be made in the box the team was created in. 

Availability and Capacity

You can set availability for each team member. Availability impacts the capacity.

Capacity = working hours specified in the Workload Plans - non-working days (in other words, how much total work can a resource do in a period of time. If Kate works 8h a day and there are 4 working days in a particular week, her capacity for that week is 32h).

Calculation of individual capacity considers team members' availability across all teams they're a part of (if Kate is assigned 50% availability in the Agile team, her capacity as an individual for the 4 day week mentioned above is 16h. Team Agile gains 16h of capacity because of Kate during that week. In other words, half of Katie's capacity got allocated to team effort). 

Currently, there is no validation of availability across different teams - as a result, the total availability across different teams may exceed 100%.


Individual capacity in the Resources module is calculated dynamically and changes depending on the Team Filter you use.

For example, Albingo is assigned to the TeamiOS starting on the 7th of July for 50% of his time. Albingo is working full-time 8h/d as specified in the Workload Plan. 

His daily capacity is 8h*50% = 4h. The 4h capacity applies to both the individual and team, as Albingo is the only member of the iOS Team. Since there are no tasks assigned to Albingo, the Capacity on the 1st of June = Remaining capacity = 4h.

In the team-centric view, on the 1st of June the Capacity = Remaining capacity = 4h, as there are no tasks assigned to Albingo.

Warning - resource availability can exceed 100%

While it is impossible to set availability to a single team to more than 100%, the cumulative availability of all team assignments can exceed 100%.

Assignment to teams can cause a resource to exceed 100% of availability. The App doesn't prevent ever prevent you from adding a team member, even if they already have been assigned to another team. This can result in the App calculating higher than practically possible capacity for both individuals and teams (that exceeds the actual amount of work per day a person can do).

  • Team capacity will be calculated, even if a resource is over assigned (for example, a user is assigned 100% to both teams A and B; user works 8h/d; the App will increase the capacity of both team A and B by 8h/d each → even though a user is not capable of actually contributing 16h of work a day)
  • The individual capacity of a resource is also impacted (for example, if a user works 8h/d + their availability in teams is 160% = 12.8h of capacity calculated for an 8-hour workday. Capacity of a resource will exceed actual workhours). 


Warnings about the availability of a user exceeding 100% are visible even if a user is assigned to teams in different Boxes. 

To check the full team assignment, go to Resource Manager (wrench icon at top right > Administration > Resource manager) and open the details of a resource. 

To change the availability, go to the Box in which a given team was created. There, you will be able to edit the membership of a member.

Warning visibility

Teams module (warning appears after changes are saved)

Resources module: works in both individual and team modes (only if there is a problem in a displayed period of time)