If certain bookings or users are missing from the Planner or Forecast views—or if booking rates appear incorrect—it’s likely due to missing or misconfigured data related to projects, roles, or employee settings.
Use this guide to identify and resolve the most common issues.
Displaying Booked Roles
Booking Status
Requirement:
The role must be booked as one of the following:
Preliminary (with status Added or Offered)
Assigned
Roles with the following statuses will not be shown in Planner views:
Rejected
Revoked
Deferred
Start and End Dates
Requirement:
At least a start or end date must be set on the role.
Note:
Roles without dates will not appear in Forecast or Timeline views.
They do still contribute to utilisation rate calculations for the team.
Fix:
Edit the role to add appropriate start and/or end dates, even if approximate.
Team Assignment
Requirement:
The role must be assigned to a team.
Important:
If the employee was not part of a team at the time of booking, the role will lack a team association.
This prevents it from appearing in the Forecast view.
Fix:
To add a team to a role:
Go to Projects → List/Pipe/Delivery.
Open the relevant project and role.
Click the three dots in the role overview → Edit.
In the Team dropdown, select the appropriate team.
Click Save.
Project Probability (for Preliminary Bookings)
Issue:
Preliminary bookings are affected by the project’s probability setting. The displayed booking rate is calculated as:
Role Booking % × Project Probability %
Example:
If a user is preliminarily booked at 100%, and the project probability is 50%, the Planner shows this as 50%.
Fix:
If you don’t use probability-based forecasts:
Set the project probability to 100% for each pipeline stage.
Only do this if you do not rely on probability in your sales or pipeline reporting.
Displaying Employees
Employee Status
Requirement:
Employee must be Active.
Note:
Preactive users (not yet started) will not appear.
Users with an End Date in the past won’t appear after that date.
Fix:
Go to Administration → Users → Edit the employee:
Set Status to Active
Make sure the user at least has role User.
Remove or adjust the End Date if necessary.
Availability Date
Requirement:
If the Available From date is set in the future, the employee won’t be available in the Forecast until that date.
Fix:
Adjust the Available From date in the employee’s profile if needed.
Employment Rate (%)
Requirement:
Employment rate must be set to a value greater than 0%.
Fix:
In Administration → Users, edit the employee and set a valid Employment Rate (%) under Employment Settings.
Team Extent
Requirement:
Defines what percentage of an employee’s availability is allocated to a specific team.
Example:
If someone has a 100% employment rate but only an 80% team extent, they will appear as 80% available in the Planner.
Fix:
Go to Administration → Company → Team tab.
Select the relevant team.
Locate the employee and click Edit Extent.
Set the correct extent (e.g., 100% for full-time work).
Click Save.
For part-time employees or those in multiple teams, distribute extent accordingly.