Resource Planning Configuration in Bitrix24
A manager assigns a task to an employee without knowing they already have 12 tasks this week. The employee accepts — says nothing. By Friday: half are overdue, the other half completed poorly. The problem isn't people — it's lack of visibility into workload. Bitrix24 contains resource planning tools, but they're unconfigured by default. Let's set them up.
Workload: The "Workload" View
In "Tasks and Projects" there's a "Workload" view. This horizontal scale shows each employee with daily task counts. Color coding:
- Green — workload within normal range
- Yellow — approaching limit
- Red — overload, employee physically can't handle it
For the view to work correctly, each task must have:
- Filled start and end dates (not just deadline)
- An assigned responsible person
- Effort estimate in hours (field "Spent / Planned")
Without these data, the "Workload" view shows an empty scale — managers think the tool doesn't work.
Tracking Work Time and Availability
An employee's basic capacity is 8 hours per day (or company standard). Configured through work schedule: Settings → Working Time → Work Schedules. Accounts for:
- Work days and hours (5-day week, shift work, part-time)
- Vacations and sick leave — through "Absences" module or HR system integration
- National holidays — through production calendar
If an employee works 6 hours a day but gets an 8-hour task assigned — the view shows overload. Without a configured schedule, everyone defaults to standard hours.
Team Capacity Planning
For resource planning at team or department level:
- Capacity Definition. Number of employees × work hours per day × work days in period. Example: 5 developers × 8 hours × 20 days = 800 hours per month.
- Task Estimation. Each task estimated in hours when created. Project backlog gets total estimate.
- Matching. Total task estimate for period compared to capacity. If 900 hours of tasks with 800 hours capacity — either shift deadlines or add resources.
In B24 this calculation is done through task reports with grouping by responsible person and summation of planned hours.
Task Redistribution
When "Workload" view shows overload on one employee and underload on another — redistribute tasks. In B24:
- Change responsible person — in task card or bulk action through filter.
- Delegate subtasks — main task stays with responsible person, part of work transferred through subtasks.
- Use "Co-executors" field — parallel work by multiple people.
What We Configure
- Setting up employee work schedules: work hours, days off, production calendar
- Creating task fill rules: required fields "Start Date," "Planned Hours," "Responsible"
- Configuring "Workload" view for department managers
- Creating capacity reports: planned hours vs. available hours by department
- Setting up overload notifications (robot checks task volume)
- Training managers: reading workload maps, redistributing tasks, capacity planning