Resource Management in Proggio

Introduction

Resource management is one of the most significant challenges in project management.

With this guide, Proggio helps you plan smarter, avoid burnout, and identify capacity issues before they become blockers.

This guide shows you how to manage your team’s resources.

You will learn how to set up resources, check workload, balance capacity, and plan scenarios.

Overview: Why Resource Management Matters

Effective resource management requires three core steps:

1. List your resources with their unique characteristics, capacity, skills, and availability

2. Assign tasks to resources while monitoring their current workload and remaining capacity in real time

3. Track and level resources over time to balance workload across your team and prevent overallocation

Proggio supports all three steps with interactive views and real-time data, helping you maintain visibility without relying on spreadsheets.

Step 1: Setting Up Your Resources

Before you can assign tasks, you need to establish your resource pool and define team member attributes.

Adding Users to Your Space

Users can be added to Proggio from any screen by clicking the 👤+ icon at the top of the page.

Specifically, you have two options:

Option A: Send Invitation Immediately

• Enter the user’s email address
• Click Invite to send them an invitation right away

Option B: Add User Title Without Inviting

• Enter just the user’s title or name
• Click the button ‘Add user without sending an invitation’ (you can later assign an email to user if you want to make it an active user)

Configuring User Profiles

Once users are added, navigate to Settings and select Users to configure each team member’s profile:

• Role — Define their access level and permissions in the space
• Skills — Add skill tags that can be used to filter and identify team members with specific expertise
• Picture — Upload a profile photo for easier visual identification
• Name — Display name in the system

Tip: Skill tags are particularly useful.

For example, you can later filter resources by skill when analyzing workload or reassigning tasks, making it easy to find the right person for a specific type of work.

Creating Groups

You can also organize users into groups for easier bulk assignment and analysis.

Navigate to Settings > Groups to create custom team groupings.

Inviting Users from Task Assignment

An alternative way to add users is directly from a task’s assignee dropdown.

If you start typing a name that doesn’t exist yet, you’ll see an “… invite user” option.

Click it to invite them on the spot.

Step 2: Assigning Tasks and Setting Workload

Once your resources are configured, you can assign tasks and define how much capacity each person should dedicate to that work.

Basic Task Assignment

First, you can assign tasks to individual team members.

Next, you can assign tasks to groups or a combination of both.

To assign a task:

1. Open a project in any view
2. Double-click a task or click the info icon (i) to open its properties
3. Navigate to the Assignee section
4. Select an individual, group, or multiple team members
   

When you add an assignee, Proggio displays their current workload for the duration of that task right next to the user’s name.

For example, if a task spans November 3 to November 7 (5 working days), you’ll see each assignee’s workload percentage for that timeframe.

Configuring Default Workload

By default, Proggio assigns 100% workload to each task.

You can change this to match your team’s needs.

To update the default:

1. Go to Settings > Customization > Resources & Time
2. Find the Default task workload (%) field
3. Enter your preferred default percentage (e.g., 0%, 50%, 100%)
   

Example Use Case: If you want to manually adjust workload on every assignment rather than applying a blanket 100%, you could set the default to 0% and adjust it case-by-case.

This gives you more detailed control during the assignment process.

Customizing Resource Management Display Settings

Beyond default workload, Settings > Customization > Resources & Time also includes additional display preferences:

Workload Color Palette:
Customize the heat map’s color scheme.

Options include:

• Blue
• Green

Time Tracking Display Format:
Select how time is displayed throughout resource management and time tracking:

• Hours (e.g., 23.5h)
• Formatted (e.g., 4w 3d 2h)
• Weeks (e.g., 4.55w)
• Days (e.g., 3.54d)

These preferences apply consistently across all time-related displays in your resource management views.

Setting Workload Percentage

By default, a resource is assigned at 100% for the full task duration, meaning they dedicate all their available time to that work.

However, you can set any workload between 0% and 100% to represent partial allocation.

Example: A production manager might oversee 5 different vendor processes.

Instead of assigning them at 100% to each, you’d assign them at 20% per task, allowing one person to manage all five simultaneously without overload.

Workload is calculated based on the task’s duration and the assigned percentage:

• A 5-day task at 50% workload = 2.5 days of effort
• A 10-day task at 100% workload = 10 days of effort

Configuring Daily Workload Capacity

You can set a daily workload capacity threshold for each user or group, which represents their maximum available capacity per day.

This helps you identify when resources are overallocated.

How Capacity is Displayed:

• The heat map shows both daily capacity and weekly capacity (the sum of daily capacity across the week)
• In the Resource Management view, you’ll see capacity percentages displayed next to each resource’s name
• For groups, the weekly capacity displays as a sum of all group members’ weekly capacity

Capacity Exceeded Warning:

When a resource’s actual workload exceeds their configured capacity, a red warning icon (⚠️) appears next to that week’s capacity percentage.

This visual indicator helps you quickly identify overallocation across the heat map.

Example: If a user has a daily capacity of 100% but is assigned 150% workload in a given week, a red warning icon appears next to that week’s percentage, alerting you to the overallocation.

Adding Time Estimates and Story Points

Beyond workload percentage, you can attach additional estimation data to tasks:

• Time Estimate — Log hours or other time units against a task
• Story Points — Assign story points for Agile tracking

Both of these metrics flow upward to the resource heat map, giving you multiple ways to measure and visualize capacity.

Adding Time Estimates and Story Points

Beyond workload percentage, you can attach additional estimation data to tasks from task properties:

• Time Estimate — Log hours or other time units against a task
• Story Points — Assign story points for Agile tracking
  

Both of these metrics flow upward to the resource heat map, giving you multiple ways to measure and visualize capacity.

Resource Ownership Hierarchy

Proggio maintains an ownership hierarchy that flows through your project structure:

1. Project Owner — Assigned to all new tasks by default
2. Workstream Owner — Responsible for all tasks that fall under that workstream
3. Task Owner — Owns individual tasks
4. Subtask Owner — Subtasks inherit their parent task owner automatically

A team member can own a task at 90% while another member can own the same task at only 10%, allowing flexible responsibility structures.

Step 3: Viewing and Managing Resources with the Heat Map

The Resource Management view (also called the Team Loading view) gives you a visual heat map of your team’s workload across time.

Here, you can monitor capacity, identify overallocations, and perform resource leveling.

Accessing the Resource Management Heat Map

From the Portfolio Timeline Map:

1. 1. Open Portfolio and view it in the timeline split screen
   2. Click the view icon in the top right corner
   3. Select Resource Management

As a result, the split screen now displays the heat map alongside your timeline

From the Main Menu:

Navigate to Resources in the left sidebar to open the dedicated Resource Management view.

Understanding the Heat Map

The heat map displays each resource (individual or group) as a row, with blocks representing workload across weekly time periods.

In other words, the color intensity indicates capacity utilization based on your selected color scheme.

Workload Intensity Levels:

The color shade (darkness) within your selected palette indicates how overloaded or underloaded a resource is. (You can customize your color scheme in Settings > Customization > Resources & Time)

Each block shows the workload percentage for that resource during that selected timeframe.

For example, a block showing “125%” means the person is overloaded by 25% that week.

Heat Map Features and Navigation

Zoom and Pan:

• Use zoom controls to zoom in or out across time
• Drag to reposition and view different time periods (past or future)
  

Expand Groups:

• Click the caret (∨) next to a group name to expand and see individual team members within that group
  

Interactive Data Cells:

• Click any workload cell to open a split-screen view showing exactly which tasks are driving that workload
• See the assignee details and task list for that specific period
  

Customizable Time Periods:

• Toggle between Weekly, Monthly, Quarterly, or Yearly views using the view menu icon (eye icon) options
  

Multiple Display Formats:

Click the view menu icon (eye icon) at the top of the Resource Management view to change which metric is displayed:

• Percentage Load — Shows workload as a percentage of capacity (default)
• Number of Tasks — Displays the count of tasks assigned per user
• Head Count — Shows the number of team members allocated:
  This is calculated as the sum of all workload percentages in the timeframe divided by 100.
  For example, if you have one person at 100% and another at 50%, the head count is 1.5 (150% ÷ 100 = 1.5 full-time equivalents)
• Story Points — Shows allocation by story points
• Time: Estimation — Shows allocation by estimated hours/days
• Time: Logged — Shows actual time logged against tasks
• Time: Remaining — Shows remaining estimated time on tasks

How Workload Is Calculated

Overall Team Capacity (Bottom Row):

The team’s total workload is calculated as the average of all team members’ allocations for a given period:

Calculation: (Sum of all team member workloads) ÷ (Number of team members)

Example: If you have 4 team members with workloads of 580%, 100%, 15%, and another percentage in week 28, the total is divided by 4 to show average team utilization.

Individual Resource Capacity:

Each resource’s workload percentage is calculated by summing all task contributions (working days × assigned %), then dividing by the resource’s available working days (accounting for resource scheduled time off), and multiplying by 100.

This means overlapping tasks add together, and scheduled days off reduce the denominator, resulting in a more accurate workload percentage.

Example: A resource has two overlapping tasks during an 8-week period:

• Task A: 50 working days × 60% = 30 percentage-days
• Task B: 6 working days × 20% = 1.2 percentage-days
• Total contribution: 31.2 percentage-days

The resource has 7 days scheduled off, leaving 43 available working days.

Workload = (31.2 ÷ 43) × 100 = 73% (Rounded up)

Step 4: Resource Leveling and Reassignment

Once you’ve identified overallocated or under allocated resources, you can quickly rebalance workload using the heat map.

Reassigning Tasks from the Heat Map

1. Click on an overloaded resource’s workload block
2. The split screen shows all tasks assigned to that resource during that period
3. Click the assignee for a specific task
4. Select a different team member from the dropdown to reassign
   

Reassignment executes live, immediately updating the project

Real-Time Updates and Notifications

When you reassign a task, several things happen instantly:

• The project assignment updates in real time
• The heat map reflects the new allocation
• The newly assigned person receives a notification in Proggio (and via email if enabled)
• An audit trail entry is created and visible in the task’s properties Logs tab

Identifying the Right Person to Reassign To

Look for resources with light blue blocks (under allocated) during the same period.

These team members have available capacity and are good candidates to take on additional work.

Example Scenario:

• Your IT person is allocated at 125% in week 25
• Your Operations person is at 0% (fully available) the same week
• Move one task from IT to Operations to balance to 75% and 50% respectively

Step 5: Configuring Non-Working Days and User Availability

To ensure accurate workload calculations, Proggio lets you define when your team is unavailable.

Non-Working Days (Company-Wide)

Non-working days represent company holidays or scheduled closures that affect all team members.

To set non-working days:

1. Navigate to Resources view
2. Click the tools icon (wrench) in the top right
3. Select Non-working days
   
4. From the pop up menu add dates for holidays, company shutdowns, or other closure periods
   

How Non-Working Days Appear in the Heat Map:

When you set non-working days, the affected timeframe appears grayed out in the Resource Management heat map.

Tasks assigned during non-working days are not displayed in that grayed section, even though they may still be assigned to that timeframe.

This helps you visually separate working periods from closures.

These days are excluded from workload calculations, so a 5-day task spanning a holiday period will calculate capacity based only on working days.

User Availability (Individual Time Off)

Individual team members can log their own time off, and admins can add time off for any user.

This includes vacations, sick leave, or other periods of unavailability.

To access User Availability:

1. Navigate to Resources view
2. Click the tools icon (wrench) in the top right
3. Select User Availability
   
4. You’ll see a timeline map view showing all team members and their scheduled time off

For Users (Self-Service):

• Team members can add their own days off directly in this view, just like adding tasks in a project map view
• Their availability is immediately reflected in workload calculations

For Admins:

• You can add or remove time off for any user
• Useful for managing leave requests or applying company-wide closures

Keep in mind – When a user has scheduled time off, their workload calculations exclude those days, preventing tasks from being scheduled on days when they’re unavailable.

Step 6: What-If Scenarios and Planning

Proggio’s What-If Scenarios feature lets you simulate changes to your resource plan without affecting your live project data.

This is invaluable for exploring “what happens if we delay project X?” or “what if we add a new resource?” scenarios.

Creating a What-If Scenario

From the Resource Management View:

1. Click the tools icon in the top right
2. Select What-If Scenario
   
3. If you already have a what-if scenario view saved you will be prompted to choose one, if not you will need to create a new what-if scenario view by selecting relevant projects – you can even customize a different project end date.
4. at the top enter a Scenario Name (e.g., “Delay Project A by 2 weeks”)
   

Configuring the Scenario:

1. Select Projects: Choose which projects are included in this scenario
2. Adjust End Dates: Click the date field to change when a project ends
   • Arrow icon ⤺ appears next to any date you’ve modified — click it to undo changes and return to the original date
3. Include Intake Projects: Toggle to include projects from your Intake workflow (future pipeline)

Viewing Scenario Results

Once you’ve made changes, click Done to view the scenario.

The heat map updates to show what your resource allocation would look like under those conditions.

Creating Multiple Scenarios

You can create unlimited what-if scenarios and toggle between them to compare outcomes.

This lets you:

• Explore multiple project delivery timelines
• Assess impact of adding or removing resources
• Test different priority sequences
• Plan for resource constraints before they happen

Step 7: Viewing Resources on Dashboards

Portfolio and project dashboards can display resource-related metrics through specialized widgets, giving you high-level visibility into team capacity.

Here are a few widgets that might help you keep track of your resources

Resource-Related Dashboard Widgets

Portfolio Tracker:

• Shows the number of team members allocated to projects across a selected time period (by quarter, year, etc.)
• Broken down by project
• Useful for understanding team size across your portfolio
• In addition, shows budget data for each project like labor cost, materials cost and total budget

User Status:

• Displays a stacked chart with users on the x-axis
• Bars show each user’s tasks, stacked by task status (e.g., To Do, In Progress, Done)
• By default shows all users and this week’s tasks
• Both the user list and date range can be changed from the settings menu to display any desired combination
• Helps identify workload distribution by task volume

Tasks per user:

• Displays a pie chart of all tasks across all projects divided by task owner
• Visualizes tasks distribution across your portfolio

Customizing Resource Widgets

Most dashboard widgets are configurable:

1. Click the vertical ellipses (⋮) in the top right of any widget
2. Select Settings
3. Customize:
   • Filters — Apply saved filters to narrow the data
   • Project(s), Workstreams and/or Tasks selection — Choose which data to focus on
   • X-Axis — Choose what dimension to display (portfolio, project, team, etc.)
   • Y-Axis — Choose the metric (headcount, task count, workload %, etc.)
   • Stack Series — Break down data by additional dimensions
   • Sort Order — Sort columns by size or other criteria
   • Date Range — Choose relevant dates to display

Example: Instead of seeing headcount by portfolio, you could pivot to see headcount by project within a specific portfolio, sorted by size.

Sharing Dashboards with Resources Data

In addition, you can share dashboards (and their resource widgets) with stakeholders:

1. Click the Share button in the top right of the dashboard
2. Add by Name: Select team members or groups
3. Set Link Validity: Choose how long the shared link is valid
4. Permission Level: Shared links are read-only; viewers can interact but cannot edit

Scheduled Reporting:

• Set a cadence to automatically email dashboard snapshots to stakeholders on a recurring schedule (weekly, bi-weekly, monthly, etc.)
• Email includes a read-only link to the interactive dashboard for deeper exploration

Best Practices for Resource Management

1. Monitor Regularly
Review your heat map weekly or bi-weekly to catch overallocation issues early before they impact delivery.

2. Set Realistic Workload Percentages
Not all work is equal. Use partial percentages to accurately reflect the actual effort required, not just seat time.

3. Plan for Non-Working Days
Configure your company’s non-working days upfront and have team members keep their availability current to ensure accurate calculations.

4. Use What-If Scenarios Before Committing
Before moving tasks or changing project timelines, simulate the impact using scenarios to ensure you’re making informed decisions.

5. Leverage Skill Tags
When reassigning work, use skill tags to quickly identify team members with the right expertise, not just availability.

6. Communicate Changes
Notifications keep team members informed, but take time to discuss significant reassignments or workload changes with your team.

7. Balance Short-Term and Long-Term
Use both weekly and monthly/quarterly views to balance immediate capacity needs with long-term resource planning.

8. Document and Iterate
Keep notes on what-if scenarios and decisions so you can learn what assumptions were most accurate for future planning.

Summary

Proggio’s Resource Management toolset — from task assignment and heat maps to scenarios and dashboards—gives you the visibility and control to manage your team’s capacity effectively.

By following these steps, you can plan confidently, avoid burnout, and identify issues before they become blockers.

For more help or questions, reach out to support at [email protected] or visit proggio.com/help for additional resources.