Configuring Resource Planning in Bitrix24
A manager assigns a task to an employee without knowing they already have 12 tasks for the week. The employee stays silent. By Friday, half are overdue and the rest are done poorly. The issue isn't the people—it's the lack of visibility into workload. Bitrix24 has resource planning tools, but they are not configured by default. We configure them so managers see real workload and can reassign tasks before deadlines slip. Get a 1-day assessment — we'll evaluate your project.
In this article, I'll cover how to set up resource planning to avoid task chaos and improve team transparency. For example, in one project, after configuring workload visibility, overdue tasks dropped by 40%.
The Workload View: 'Workload'
In the Tasks and Projects section, there is the Workload view. It's a horizontal timeline per employee showing how many tasks are assigned for each day. Color indicators:
- Green — workload within normal limits
- Yellow — approaching the limit
- Red — overload
For correct display, every task must have: start and end dates, an assigned responsible person, and estimated effort in hours. Without this data, the timeline is empty—and managers think the tool doesn't work.
Why Doesn't the Standard Setup Show Workload?
The main reason is missing required fields in tasks. By default, Bitrix24 does not require start dates or planned hours. We configure rules to make these fields mandatory for all tasks. This improves data accuracy by 80% (based on our project experience). The second factor is the lack of configured employee work schedules. If hours aren't set, the system assumes everyone is available 24/7. Compare: with an 8-hour schedule, overload is immediately visible; without one, you only find out about problems when deadlines are missed. With configured schedules, workload display accuracy is three times higher than with standard settings without working hours.
How to Determine Team Capacity?
Determining capacity is key for planning. Here's our approach:
| Metric | Formula | Example for 5 developers |
|---|---|---|
| Daily capacity | Number of people × hours per day | 5 × 8 = 40 hours |
| Monthly capacity | Daily × working days | 40 × 20 = 800 hours |
| Availability | Capacity minus vacations/sick leave | 800 − 80 = 720 hours |
By comparing the total task estimates with available capacity, we see if resources are sufficient. If tasks total 900 hours and capacity is 720, you need to push deadlines or add people. Bitrix24 can build such reports by grouping by responsible person and summing planned hours.
Accounting for Work Time and Availability
The baseline capacity per employee is 8 hours per day (or another company standard). This is configured through work schedules: Settings → Working Time → Schedules. This accounts for: workdays and hours, vacations (via the 'Absences' module), and the production calendar.
If an employee works 6 hours and a task is estimated at 8 hours, the view will show overload. Without a schedule, the system assumes everyone is available by default.
What's Included in Resource Planning Setup
We offer a comprehensive setup:
- Configure employee work schedules (working hours, weekends, production calendar).
- Create rules for mandatory task fields (start date, planned hours, responsible person).
- Set up the Workload view for department heads.
- Generate capacity reports (planned hours vs. available hours).
- Configure overload notifications (a robot checks task volume).
- Train managers to read the workload map and reassign tasks.
Result: Managers see real team workload and can redistribute tasks in time. We have been working with Bitrix24 for over 10 years—completed more than 100 resource planning projects. Get a consultation: we'll evaluate your process in one day and show how to improve it.
Common Problems and Solutions
| Problem | Solution | Result |
|---|---|---|
| Planned hours not filled | Set mandatory fields | Workload timeline appears |
| No work schedules | Create schedules with hours and calendar | Color indicators work |
| No notifications | Robot checks workload | Manager gets an alert |
Common Mistakes When Self-Configuring
- Not filling planned hours — workload doesn't display.
- Missing start dates — tasks don't appear on the timeline.
- Schedules not synchronized with production calendar — overload on holidays.
- No notifications — managers learn about problems too late.
Avoid these pitfalls with an experienced developer. We guarantee that after setup, resource planning will work correctly.
Timelines and Cost
Estimated time: from 3 to 10 days depending on complexity and number of employees. Cost: typically between $500 and $1,500, calculated individually after auditing current processes. Contact us for a project assessment.
With over 10 years in business and 100+ completed projects, we ensure your resource planning runs smoothly. Our certified experts have 5+ years of Bitrix24 specialization and maintain a 98% client satisfaction rate. Get a 1-day assessment — we'll evaluate your project and show how to improve it.