Managing a team using Tempo

To create a team in Tempo for Server, you need Tempo Team Administrator permissions:

1. From the Tempo menu, click more... under Teams.
2. The Teams page is displayed. Click Create Team at the top-right.
3. In the Create Team dialog, enter the team Name and Summary, and select a Team Lead.
4. When you are finished, click Create Team. The new team is added to the list on the Teams page.

When you add members to a Tempo team, you can assign a role to each member, as well as the dates they joined or left the team.

Adding team members requires the Tempo Team Administrator permission or the Manage Team permission for the relevant team.

To add a member to a team:

1. Select Teams in the Tempo sidebar.

2. In the Teams view, click the name of the team to which you want to add members.

3. The team's overview is displayed. Click the Add Member link at the bottom.

4. Start typing the name of the user you want to add to the team, and then select from the matching results. Complete the Add Member dialog box:
   

   

   
   

   1. Role - Select the Role that the user will fulfill in the team. By default, the member role is selected. Jira administrators can add new roles to this list. 

   2. Joining - Optional. The date the user will be joining this team.

   3. Leaving - Optional. The date the user will be leaving this team. 

5. Click Save to add the new team member.

Tip

• You can add the same member to the team more than once but for different dates. Only the team member's current membership is displayed in the list of team members. For example, if a member currently has role A in the team ending on date X, and you add the same member with role B and different availability for a future date, the view will only show the member's current role and availability.

• You can edit the role, availability, and dates of team membership by clicking the team member's icon in the People section on the team's page. 

Adding Jira Groups to a Team

You can add Jira groups to a Tempo team as a way to quickly add members. The Jira groups are added as a single entity, so you cannot define each member's role, commitment, or joining and leaving dates.

1. In the Teams view, select the team to which you want to add the Jira group.

2. In the team overview, click Add Jira Groups at the bottom. You can also add Active directory groups.

3. Start typing the name of the user group you want to add to the team, and then select it from the matching results.

4. When you have selected all the groups you want to add to the team, click Next.
   

   

5. The dialog box will show how many users will be added to the team. Click Confirm to add these members to the team.

Related Topics

• Removing Members from a Team

• Creating and Deleting Teams

• Editing Team Permissions - Tempo Server

• Editing Teams - Tempo Server

Permissions are used to control what tasks users can do in Tempo Capacity Planner for Server. Jira permissions are required for many administrator tasks:

• Jira Administrator Permissions are needed to set up your Jira and Tempo sites. 

Tempo has its own set of permissions, used to specify who can access plans:

• Global Permissions, such as Tempo Administrator, are applied to your entire Tempo site. Tempo also provides Tempo Capacity Planner Access permissions that allow you to configure access for specific groups in your organization, or to external users.

• Permissions to view, manage, and approve plans are granted within a team, or external groups who are granted access to specific team data.

Granting Team Plans Permissions

Team plan permissions are granted on the team's permissions page.

1. Select Teams :teams_dc:  in the Tempo sidebar.

2. In the Teams view, select the team for which you want to grant permissions.

3. The team's page is displayed. Click the settings icon :settings_dc:  at the upper-right, and then click Permissions.

4. If you need to create a permission role, click the +Add permission role and then add the desired users to it. For more information about how to create permission roles, see Creating New Team Permission Roles.

View Team Plans Permission

The View Team Plans permission gives users the permission to view all plans for members of the selected team. To grant members the View Team Plans permission, you need the Manage Team permission:

1. Enable View Team Plans for the relevant permission role.

2. Click Save. All users in the selected permission role will be granted the permission.

Manage Team Plans Permission

Users with the Manage Team Plans permission can create, edit, and delete team plans for members of the selected team. To grant members the Manage Team Plans permission, you need the Manage Team permission:

1. Enable Manage Team Plans by selecting the check-box in the relevant permission role.

2. Click Save. All users in the selected permission role will be granted the permission

Approve Plans Permission

Users with the Approve Plans permission will also get the View Team Plans permission. The Approve Plans permission allows users to review and approve or reject plans for team members. 

To grant members the Approve Plans permission, you need Tempo Team Administrator permissions:

1. Enable Approve Plans by selecting the check-box in the relevant permission role.

2. Click Save. All users in the selected permission role will be granted the permission.

Note

If the Enable Plan Approval setting is disabled in Tempo Settings, the Approve Plans option is not available.

Related Topics

• Permissions

• Creating Team Permission Roles

• Program Board is a Classic Team Planning feature that was made a "Legacy" Feature in Tempo Capacity Planner 7.13.0. Classic Team Planning features are disabled by default for version 7.13.0 and later.

• Enabling the Classic Team Planning features requires the Tempo Administrator permission.

• Linking Jira projects and boards to a team requires the Tempo Team Administrator permission or the Manage Team permission for the team.

You can link Jira projects or Jira boards to your teams so that you have easy access to project-related or sprint-related issues when planning work for the team. Linking one or more Jira projects to a team allows you to be able to plan time for team members to work on issues, versions, or components. Linking a Jira Agile board to the team allows you to be able to plan time for the team to work in Jira Agile sprints.

1. Select Teams in the sidebar.

2. In the Teams overview, select the team to which you want to link a Jira project and board.

3. Click + Add Project Link or + Add Board Link at right.

4. Type the name of the project/board to which you want to link your team, and select it from the drop-down list. 

Tip

You can link a team to multiple projects and boards. You can also link different teams to the same projects or boards.

• To unlink a project from a team, click the x that appears in the top-right corner of each linked project.

Related Topics

• Enabling Classic Team Planning

• Planning for a Program of Teams

• Team Timeline is a Classic Team Planning feature that was made "Legacy" Feature in Tempo Capacity Planner 7.13.0. Classic Team Planning features are disabled by default for version 7.13.0 and later.

• Enabling the Classic Team Planning features requires the Tempo Administrator permission.

• Creating and editing plans in the Team Planning Timeline requires the View Team Plans and the Manage Team Plans permissions for the team for which you are planning. 

In the Team Timeline you can create a plan for a team member or for the whole team to work on an issue, project, version, or component.

To access the Team Planning Timeline:

• Select Planning :planner_dc:  in the Tempo sidebar. Click … at the top-right, and then select Timeline.

Creating Plans

1. To create a plan for a single day, point to the date box for the relevant team member, and click the plus that appears. You can click and drag the pointer across days to plan for longer periods. The Create Plan side panel opens to the right of the timeline.

   

   Tip

   • You can create a plan for the whole team by clicking and dragging the pointer on the top row of the timeline.
   • If you create a team plan while the timeline is filtered by role, the team plan is still applied to the whole team.
   • Note that it is recommended to plan at the member level in Team Timeline. Plans at the team level in Team Timeline are not visible in the Resource Planning View.

   

2. Fill in the requested information in the Create Plan side panel. 

   • The Planned for field is automatically filled with the name of the team member whose row you clicked, or the name of the team if you clicked the top row. Planning time for a team member to work on an issue is not the same as assigning the issue to the team member. Only one person can be assigned to an issue at any time whereas you can plan time for more than one team member to work on the same issue simultaneously.

   • Plan item type. You can plan time on an issue, project, version, or component. 

   • Planned item. To search for a plan item, start typing in the field. The available items are those of the type that you selected in the Plan item type field.

   • Start and end dates. These fields define the period that the plan covers and are automatically filled with the dates that you selected on the timeline. 

     

     Tip

     Planning time for weekends and public holidays

     Weekend days and public holidays that are covered by a plan do not normally contribute to the number of planned hours. You can make weekend days and public days count as work days by both starting and ending a plan on a weekend day or public holiday. In that case the number of working hours for all weekend days and public holidays that are covered by the plan is defined by the Jira Time Tracking setting Number of working hours per day.

     If a plan starts on a weekend day or public holiday but does not end on a weekend day or public holiday, or the other way around, only normal work days contribute to the number of planned hours.

     
     

   • Planned time. Even if the availability of team members to work on the team is less than 100% of their time, planned time can still be for 100%.
     Example: Erica works 8 hours a day. She is in two teams, with 50% availability for each team. You see that no work is planned for Erica in her other team so you create a plan for 100% availability instead of 50%. All of Erica's 8 hours go into the plan.

3. When you are finished, click Save. The plane is created on the timeline, and the Plan details side panel is displayed. The Plan details side panel shows information about the plan and the associated plan item.

Creating Plans by Dragging Issues to the Timeline

Alternatively, you can create a plan for work on an issue by dragging Jira issues from the Issue Suggestions side panel onto the Team Timeline.

1. If not already displayed, do one of the following to access the Issue Suggestions side panel:

   1. If the Create plan or Plan details side panel is displayed, close that panel.
      -OR-

   2. If no side panel is displayed, click :side_panel:  on the right. 

2. The lists of unresolved issues are displayed in a side panel. Click the various tabs to view the different groups of issues. You can click … to see more categories. You can also view issues tied to a specific Jira filter.

3. Compare the remaining time that is estimated for resolving an issue with the remaining time that is already planned for work on the issue. 

4. Drag an issue from the side panel and drop it onto a team member's row or to the team row on the timeline. The amount of time in the Remaining estimate is used to calculate the amount of time scheduled for the plan.

5. To edit the amount of time scheduled, click on the issue in the timeline. The Plan details sidebar will show all of the information from the planned task. Scroll down to Planned time and click the estimate to change it.

Repeated Plans

You can select to repeat plans. The repeat frequency can be:

You can set how often you want the plan to repeat in the Create Plan side panel when you create the plan, or when editing a plan in the Plan details side panel.

Please note that if a plan's repetition occurs on a weekend, it will not be visible in the timeline. For example, if a plan is created on the 1st of January 2020 and is set to repeat monthly ending on the 31st of March 2020, the plans will not be visible because the 1st of both February and March occur on a weekend.

Also, if a plan is for a period of 31 days and is set to repeat monthly, the planning parameter is set to 31 days. This means that if the original full 31-day plan is for January, February's plan will start as scheduled on the 1st of February. The next recurrence will not start until the 3rd of March, as that is the 31st day since the 1st of February. 

Related Topics

• Enabling Classic Team Planning

• Editing, Moving, Splitting, and Deleting Plans in the Team Planning Timeline - Tempo Server

• Approving and Rejecting Plans in the Team Timeline - Tempo Server

• Comparing Remaining Estimate with Planned Time - Tempo Server

• Viewing Unresolved Issues on the Team Timeline - Tempo Server

• Exporting Team Plans from the Team Timeline - Tempo Server

• Viewing Team Capacity - Tempo Server

• Team Timeline is a Classic Team Planning feature that was made "Legacy" Feature in Tempo Capacity Planner 7.13.0. Classic Team Planning features are disabled by default for version 7.13.0 and later.

• Enabling the Classic Team Planning features requires the Tempo Administrator permission.

• To view the capacity of a team you're in, you don't need any special permissions.

• Users with the View Team Plans permission for the team can view the following information about each team member in the Capacity Report:
  The team member's required hours, planned hours, and unplanned hours in the team.
  The team member's total required hours, total planned hours, and total unplanned hours across all teams in the company, even if the users do not have the View Team Plans permission for the other teams.

The Capacity Report shows the planned hours and time available for your team. You can see how much of a team member's time is planned by the team, and how much of their time is used up by other commitments. You can also view the effective size of the team, which is useful if some team members do not work full-time on the team.

Access the Capacity Report in Planning. Capacity measures the time planned relative to the time available. When viewing capacity for a team, the time available is calculated based on each team member's commitment to a team and your organization's workload scheme. For example, if a regular work week for a full-time employee is 40 hours/week, and a team has three members with 100% commitment and one member with a 50% commitment, then the full capacity for the team is is 140 hours/week.

Note

Only when you plan for your team in the Team Timeline will the hours be counted as Team planning hours and be calculated in the Team Capacity Report.

To view the capacity for a team:

1. Click … at the top-right, and then select Timeline. Click the Capacity tab. 

2. Make sure you are viewing the desired team. You can select a team by clicking the team name field, and then selecting select the team you want to view.
   

   

3. Select Team or Total at the top-right of the report:

   1. Team - Shows the capacity for each team member in this team. 

   2. Total - Shows the total capacity for each team member across teams. The total capacity includes their planned time for other teams. 

4. To change the dates shown, use the period drop-down to select from Daily, Weekly, Monthly, and Quarterly, and use the < and > arrows to navigate forward or backwards one period at a time.

5. Use the buttons at the top-left to select the information to view:

   1. Planned - View the planned time for the team in hours and as a percentage of their total capacity. This report only accounts for members' available time for the currently selected team. Team members can be over-allocated in another team if their memberships are divided.

   2. Time Available - View the unplanned time for the team in hours.This report only accounts for members' planned time for the currently selected team. Members can have available time in another team if their memberships are divided.

   3. Effective Team Size - View the effective team size, which is calculated based on the total number of team members and their capacity. You can modify the membership and capacity of any team in Teams.

• If too much time is planned for a team member, the times show up in yellow.

• In the Planned view, you can see the number of hours already planned for a team member in each period, as well as the total number of hours the team member is supposed to work. You can also see what percent of the total capacity has been planned.

Viewing resources in the Resource Planning view requires the View Team Plans permission for the teams to which the resources belong.

In Resource Planning you get a high-level view of all your resources and how they are allocated. You can see how much time is available in total for the selected period as well as time available for each resource. You can sort the resource list and expand it to view plan details for each resource. You also have other view options, such as selecting to focus on the daily details in the Days view or viewing a longer-term overview of availability in the Weeks view.  

To access Resource Planning, select Planning in the Tempo sidebar.

Resource Planning - Days view

Resources are displayed on the left-hand side, followed by their remaining available hours for the selected period. When you hover over the available hours, a tooltip shows the number of hours required, planned, and overbooked.

On the right-hand side you see a schedule with the total number of hours that each individual is scheduled to work on each day. At the top-right of the view you see how many hours are available in total for all resources displayed in the view.

• A green check mark indicates that a resource is fully allocated.

• A yellow "progress" bar shows you the relative amount of available hours allocated.

• A red bar indicates that a resource is fully-allocated, or over-allocated.

Switching Between the Days and Weeks View

You can select between a Days view focusing on daily plans and a Weeks view focusing on long-term planning. Use the buttons at the top of the view to switch between the views.

Use the navigation arrows to jump forward or backward one week or month at a time.

You can also click the period selector and modify the date range for which data is displayed in the view.

Days View

The Days view displays information by week and is optimized for managing single-day plans. Planned tasks are displayed as cards ordered by start time. By default, the Days view displays the current week from the start of the week.

Weeks View

The Weeks view provides a longer-term overview of availability and is optimized for managing longer-running plans (a few days up to a few weeks). The Weeks view displays 5 weeks from the start of the current week. The view gives a high-level daily overview of resource allocation and displays fewer details on each day than the Days view. Planned time is displayed as a timeline and plans with a start or end date extending out of the displayed scope are indicated with an arrowed edge. Hover over a timeline to see how many hours are planned for the task. You can easily navigate from the Weeks view to the Days view by clicking the week you want to focus on in the schedule's header.

Sorting the Resource List

By default, the resource list is sorted by user name in alphabetical order. You can also sort your resources by availability.

• Click User to sort the resource list in alphabetical order. Clicking User when the list is ordered in alphabetical order will reverse the order.

• Click A to sort by availability. Click again to sort in descending order.

Viewing Plans

Clicking the triangle to the left of a team member allows you to view all of their planned tasks and make changes to their schedule. You can also expand all resources at once by clicking the triangle next to User at the top of the resource list.

Plans are ordered by their start time, show the hours planned, and approval status:

• a white background indicates that a plan is approved.

• a grey background indicates a plan that is in review.

• a shaded plan with gray text indicates a plan that has been rejected.

You can click the plans to view more details and https://tempo-io.atlassian.net/wiki/spaces/THC/pages/379945736.

Expanding and Collapsing the Issues Side Panel

The Issues side panel is displayed on the right-hand side of view showing Jira issues from predefined JQL searches. You can drag issues from the side panel directly onto the view. The Plan Time dialog box opens where you can enter plan details. To expand the side panel, click :side_panel:  at the right. You can also access the side panel on the View menu at the top right.

Selecting View Options

At the top-right of the view, the View menu allows you to show or hide weekends and rejected plans in the view. In the Days view you can also select to display the planned tasks as Large Cards.

Related Topics

• Creating Plans in the Resource Planning View

• Editing, moving, and deleting plans in Resource Planning

• Filtering the Resource Planning View

• Approving and Rejecting Plans in the Resource Planning View