The Workload Report in Zoho Projects shows how much work is allocated to each user, so you can spread work fairly and avoid burnout. Working hours and holidays for each user are calculated from their business hours, and colour-coded visuals show whether a user is unallocated, under-allocated, over-allocated, or optimally allocated. The newest addition is the custom workload report, which lets you build a view to match exactly the data you need.

What you can do with it

• Track each user's workload visually.
• Rebalance by assigning tasks to other users straight from the report.
• Change start and end dates from the timeline view.
• Edit a task's work hours to optimise allocation.
• Add new tasks directly from the report.

Typical uses: in construction, a manager sees a team member loaded with several tasks in one week and hands work to under-allocated colleagues. In IT support, a manager checks a QA analyst's load before assigning a customer issue. For events, an organiser spreads pre-event tasks evenly so nobody is overloaded.

Open the report

Global Workload Report

1. Click Reports in the left navigation panel and choose Workload Report from the report selector.
2. Use the calendar to view by Days, Weeks, or Months.
3. Group the workload by Task Owner, Associated Teams, Profiles, or Roles. Tasks can be reassigned only when the report is grouped by Task Owner.

Project Workload Report

Open the project and click Reports in the top navigation band. If the Reports tab is hidden, use the More Tab icon. Choose Workload Report, then set the calendar view and grouping exactly as above.

Custom workload reports

A custom report is built from a Criteria, a Time-Period, a Grouping, and a Report Preference. For example, a resource manager overseeing three concurrent product launches finds the default view pulls in more data than he needs. He builds a report filtered to the product team, set to the current time period, grouped by assignee, with a view that makes cross-team comparison quick, and saves it. Each week it shows who is overloaded and who has capacity, without scanning data from other teams. When a new project starts, he clones the report, adjusts the criteria, and has a working view in minutes.

Create one

1. For a global report, go to Reports in the left navigation pane and open the Workload Report tab. For a project report, open the project and then its Reports tab.
2. Open the view drop-down and click Create Workload Report at the bottom.
3. Enter a Name and Description, and select the Custom View type or style.
4. Add the Criteria, Time-Period, Grouping, and Report Preference.
5. Tick Share Workload Report with others Users to share it with everyone or with specific users.
6. Choose the Accessibility for the report and click Save.

Manage views

• Choose from Predefined Views, My Custom Views, and Shared views (custom views shared with you).
• Use the menu next to a view's name to Set as default view, so you land on it each time.
• Use the favourite icon to pin a view to the top of the list for quick access.
• Use Group By to regroup a view by a chosen field.
• Edit: hover over the custom report, open its menu, choose Edit, change the form, and Save, or Save as new to create another report.
• Delete: open its menu, choose Delete, and confirm.
• Clone: open its menu, choose Clone, update the details if needed, and Save.

Chart types

Workload can be shown as a Bar, a Heatmap, or a Timeline. Select the chart type after opening the report.

• Bar. Allocation shown as a bar along the timeline. Hover to see the allocation, use the plus sign next to a user to create and assign a task, and click a user to expand their individual tasks. Assign a task with the assign icon, or drag it onto another user to change the assignee. Drag the arrow at a task bar's end to extend the schedule, or drag the whole bar to another date. Schedule changes can be made only in the Days view. Open the chart full screen, and use Display Options to set the task expanded view style (Gantt or Timeline), what to show (Title and Project Name), and the Data Label (No legend, Allocated Hours, Allocated Percentage, Available Hours, or Available Percentage).
• Heatmap. A consolidated view of workload. It supports the same actions as the bar view: create and assign tasks, drag to reassign or reschedule (Days view only), expand a user's tasks, full screen, and the same Display Options and legends.
• Timeline. Every task as a timeline against a user's name. Drag tasks between users, assign users, adjust the schedule by dragging either end or the whole bar (Days view only), and hover over a task's timeline to open its details page and edit work hours. Display Options here offer Title and Project Name.

Filter and export

• Filter. Click the filter icon at the top right, choose the relevant filters, and click Find. This works in every view.
• Export. Click the export icon at the top right, choose Export to PDF, and decide whether to encrypt the file. If you encrypt it, enter a password and click OK.