To display projects in the Forecast view in Planner, the following criteria must be met:
1. Status
The employee must be booked as Preliminary (with the status Added or Offered) or Assigned.
Roles with preliminary statuses like Rejected, Revoked, or Deferred are not displayed in the visual planner.
2. Start or End Date
A start date or end date must be set for the role to be visible in Planner views.
Roles without a start or end date will contribute to the calculated utilization rate for the employee within a team but will not appear in the overviews.
3. Team Assignment
The role must be assigned to a team for it to appear in the forecast.
By default, employees with only one team are automatically assigned to that team. However, this can be updated by clicking Edit in the role details.
If an employee was not assigned to a team at the time of booking, you must manually add the team to the role.
How to Add a Team to a Role:
Navigate to Project -> List/Pipe/Delivery in the menu.
Open the specific project and the role.
Click the three dots in the role overview and select Edit.
In the dropdown menu, choose the appropriate team.
Click Save.
4. Criteria for Employee Visibility in the Forecast
Status
The employee’s status must be set to Active. If the status is Preactive, the employee has not started yet and will not appear in the forecast.
Availability Date
If the Available From field is empty, the employee is already considered available.
If a future date is set, the employee will only be considered available starting from that date.
End Date
If the End Date field is empty, the employee has no set end date and will appear in the forecast.
If an end date is provided, the employee will not be available after this date.
Employment Rate (%)
Ensure the employee has an employment rate set. If not, update the rate.
How to Check the Criteria for an Employee
Go to Administration -> User in the menu.
Select the Employee tab.
Search for the employee in the list.
Click the three dots on the far right of the employee's row and select Edit.
Review the criteria, make any necessary changes, and click Save.
6. Team Extent
The team extent determines the percentage of an employee's availability allocated to a specific team.
For employees working full-time with a customer, the team extent should be set to 100%.
For part-time employees or those working across multiple teams, a lower extent can be set, or the extent can be distributed between teams.
For example, if an employee has a 100% employment rate but their team extent is set to 80%, their calculated availability for that team will be 80%.
How to Check and Update Team Extent
Go to Administration -> Company in the menu.
Navigate to the Team tab.
Select the desired team (e.g., "Project Managers").
On the right side of the page, review the extent for each team member.
To Make Adjustments:
Check the box next to the team member whose extent needs updating.
Click Edit Extent.
Update the extent (e.g., 100% for full-time work).
Click Save.
For part-time employees, set the appropriate extent based on their working hours or distribute their extent between multiple teams as needed.
