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Team workload and assignment

Team workload views help managers see who carries how much work—and rebalance before deadlines slip. While individual reps live in Table or Kanban on their boards, managers need cross-person visibility: open tasks by assignee, overdue concentration, and calendar density. Combine manager routes documented below with board Calendar view and Action Required for a complete picture of team capacity.

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Who can do this​

Managers and Admins with team visibility. Individual contributors use personal task filters instead.

Before you begin​

  • Team actively uses Boards with assignee field populated on tasks
  • Due Date set on most tasks—required for meaningful calendar workload view
  • Agreement on reassignment etiquette (comment @mention when moving others' tasks)

What you'll accomplish​

  • You can identify overloaded and underutilized teammates
  • You can reassign tasks from board or assignment tools
  • Calendar density reflects real due dates
  • Follow-up items tracked in Action Required when blockers appear

Step-by-step procedure​

Manager route reference​

ViewTypical pathPurpose
Team tasks overview/team-tasks-overviewRollup of open tasks by person
Task assignment/task-assignment-allocationBulk or guided reassignment
Team management dashboard/team-management-dashboardBroader ops KPIs including tasks
  1. Open Team tasks overview first for headcount-level snapshot.
  2. Note outliers—one rep with 3× median open count or many overdue items.
  3. Drill into that rep's board via linked task or search by assignee filter on Table view.

Rebalance work​

  1. Open the relevant board in Kanban—identify stalled cards in In Progress.
  2. Reassign owner on the task card or use Task assignment tool for bulk moves.
  3. Adjust Priority or Due Date when shifting deadlines is acceptable.
  4. @mention both old and new owner in a task comment documenting the handoff.

Use Calendar for capacity​

  1. Open the team board → switch to Calendar view.
  2. Scan weeks with stacked deadlines—same assignee multiple Due Date collisions.
  3. Spread tasks or add teammates before the week starts.

Connect to Inbox and Action Required​

Workload is not tasks alone—pair board review with:

  • Assigned inbox folder (/inbox/assigned) per rep for message load
  • Action Required for duplicates, approvals, and data hygiene blocking work

Weekly manager rhythm​

Monday: overview + calendar scan. Midweek: reassignment after standup. Friday: overdue cleanup before weekend.

Verify your work​

  • Team overview counts match spot-check on individual boards
  • Reassignment updates assignee on task and notifies new owner if notifications enabled
  • Calendar reflects new Due Date after edits
  • Overdue count trends down after rebalance session

Tips​

tip

Cap WIP per person in Kanban standups ("max 5 In Progress")—better than reactive firefighting on Team tasks overview. Integrate Workforce leave calendar so you do not assign heavy weeks during PTO.

Troubleshooting​

| Overview empty | Tasks missing assignee—enforce on Create New Task | | Cannot reassign | Manager permission or task locked by automation | | Calendar misleading | Tasks without Due Date excluded—audit board | | Imbalance persists | Hiring need vs. process issue—review Action Required blockers |

See also​