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Add a workload sheet template to a project
Add a workload sheet template to a project

How to add a workload sheet template to a new or existing project?

Claudette Albers-Reid avatar
Written by Claudette Albers-Reid
Updated over a week ago

Create a new project and add a workload sheet template

In the Projects module, create a new project. Complete step 1: Identification and click Next to step 2: Setup contract. Select the desired contract template that uses your workload sheet template and if applicable, your task board template. Then, click Next.

Select your team members here, or you can add them later in the project.

Now, click the Create button:

Note: By selecting team members here, they will be added automatically to the project with their default role.

Once in the project, you will see your contract template previously selected. To finalize your budget and planning, you will need to go to the Workload Sheet. In the CONTRACT tab, click the ellipsis button and click Workload sheet.

In the Workload sheet view, click on the Template button:

In the following dialog box, you can select your desired workload sheet template. Only templates related to your contract template will appear:

Click Save.

Your workload sheet template will appear. The example below, shows all contract lines with the role(s) and total hours budgeted. The hours for the duration of the project have not been planned in detail across the months for the current year or following years:

The resource(s) can either be added here in the workload sheet by selecting the role:

Note: If your team member of your project was brought in with the default role that differs from the role defined in the workload sheet, you will not see them in the Available project members field, but rather in the Other available resources... field.

Or, in the project's TEAM tab, you can assign the roles to resources, by clicking on the role and in the Member dialog box, select the user in the Member field:

Note: Adding the resources from the project's TEAM tab, compared to directly in the workload sheet will automatically update the workload sheet for each instance where the role is mentioned with the name of the resource. For example, when the role Designer is assigned to the user Angelina (as shown in the screenshot above), Angelina will automatically appear in the workload sheet for every instance of the Designer role.

When you're ready to distribute the Total hours across the current year and following years, you can click on the Edit button. The Divide the hours dialog box will appear, confirming that the Total field is locked and select one of the two options:

  1. Divide the hours across a select series of months for the current year

  2. Manually enter the hours per month.

With option 1, select the start and end month to equally divide the total hours.

With option 2, the Total value is set to 0 and the month fields will unlock, allowing you to fill in the hours per month:

Click Save to see the distributed hours.

When you have completed the Workload Sheet, you can update the budget of your project by clicking Update budget. This will update the budget in the Contract of your project:

Back in the Contract, the Budget column, will display the values of your workload sheet:

Budgeting and planning over multiple years

When a workload sheet template is added to a project, you can plan the complete duration of your project. This means that projects spanning longer than the current year can also be planned.

In the worksheet sheet template, the total planning for a project is known. This can be for a one year project or a multiple year project.

If your workload sheet template is for multiple years, the total hours need to be divided across the years for the duration of the project. In the example below, there is a total of 1,524 planned hours and these hours are for a two year project.

These hours must be manually distributed accordingly across the current year and then on the second year:

If the workload sheet template is for one year, then in the following year you need to insert the same template again where additional budget lines are added.

Then, you can delete the extra budget lines that are set to 0.

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