To execute and deliver individual tasks, you can plan your and teams capabilities in the Planning section.
You can find here all planned assignments, deadlines, and tasks. Planning gives you an overview how busy individual users are, what they're working on, whether they have capacity for other tasks, or whether they need to be rescheduled.
In Allfred, allocations are used to reserve time for working on a specific task—think of it as setting a time block in your calendar.
Each allocation is directly linked to a task because time tracking in Allfred is task-based. This means:
➡️ You can't create an allocation without selecting a task.
➡️ Time tracked via the allocation will be recorded under that task.
How to create new capacity allocation?
Navigate to the "Planning" section.
Click the "+ Allocate Capacity" button.
Choose between allocating capacity for a "Task" or a "Meeting."
Select the task for which you are creating capacity.
You can either:
a) Directly search for the task by name in the Task field – if you know the exact name, this is the fastest way. Once selected, Allfred will automatically recognize the related Project and Budget Item.
b) Or, if you're not sure about the exact task name or have many similar task names (e.g. “Monthly Report”), we recommend this more structured approach:
1. Start by selecting the Project.
2. Then choose the appropriate Budget Item within that project.
3.Finally, pick the task from the narrowed-down list.This method reduces clutter in search results and makes it easier to find the right task, especially when task names repeat across months or projects.
Specify the duration of the allocation, either by entering the total number of hours or specifying a specific time frame.
Select the date for which you intend to plan the capacity (Alfred pre-fills the currently selected date in the planning section).
Assign users to the capacity allocation: You can assign particular users, the entire team, or all individuals in the Planning section.
Set a deadline if necessary.
You can change the creator of the allocation, which is helpful when you need to create capacity on behalf of someone else or in situations when you are going on vacation and need to change the task/allocation owner who should have all the assignment details.
You can add a note, such as a brief description of the assignment. This note will be visible in the allocation overview.
What if I need to plan capacity for a task that doesn't exist yet?
Simply use the "+ Create Task" button to create a new task. For more details on creating a new task, refer to these instructions.
How can I plan team capacity?
When creating a new capacity allocation, choose the "Team" option in the "Assignees" section and select the required team from the list. Then, you have two options:
Assign Users to Tasks: All users from the selected teams will be assigned, including newly added users. Tracked hours will be recorded separately for each assigned user.
Don't Assign Users to Tasks: The assigned people in the task won't be changed. If an unassigned user completes the capacity allocation, tracked hours will be recorded as "Tracked by Unassigned Users."
If some of the users in the chosen team have not yet been assigned to the task, you need to add their positions, which will be used to track their time.
