Monitoring Shared Resources in Team Planning

Reduce the risk of over-allocating shared team members. In the Team Planning view, team members who contribute to multiple teams are identified with the SHARED label next to their names.

The color-tagged icons represent the teams each resource is a member of. If a resource is a member of several teams, the last icon will display the number of additional teams they are part of. To see all their teams, hover over this number.

Administrative teams are not included in the SHARED list.

To view the shared resources:

In the Team Planning View, select the Weeks view.
Click the down arrow next to a team name to expand it and reveal the team members.
A SHARED label is displayed next to the resource name along with the color-tagged team names.
If a plan is created for a user in one team, then the plan is also shown for all other teams that this user is a member of. You can select to hide the scoped plans from other teams.
Hover over the shared teams' icons to see the team’s full name.

Create Team Scoped User Plans

When planning for shared resources in Team Planning, team leads can create a user plan scoped for a specific team.

In the Team Planning view, open the Weeks view.
Click the + on a day in the grid for a shared resource member to create a plan and enter the plan details.
The Plan scoped to team name is selected by default. The plan will be created with a property that specifies that it is scoped to this team.
If the option isn’t selected then the plan is not scoped for any team. For example, vacation plans should not be scoped to any team.

Remove Scoped Team Member Plans from Other Teams

For team members that are part of multiple teams, you can hide any plans that are scoped to a single team from their other teams in the Team Planning view.

Open the view settings, and select Hide Plans from other teams. This option is checked by default.

Plans that aren’t scoped to a team, such as vacations, are never hidden.

Update the Scope of Team Member Plans

You can easily update the scope of a team member plan from the Team Planning view. To update the scope of a plan, select and hold the plan you want to move from one team and release it to a different team to change the scope.