Planning Time for Resources
There are different ways to plan time in the Resource Planning view, depending on the type of planning you're doing, and whether you're working in the Days or Weeks view:
If Sync Plans with Jira Issues is enabled, plans are created automatically whenever a new issue is created, provided the required synced fields are filled in.
For medium or longer-term planning, such as the upcoming several weeks or months, you can create plans in the Weeks view. This gives you a "big picture" of how time is planned for your resources, making it easy to create period plans, or to shift planned work to other dates or even to other resources. This view is useful for resource managers and others who need to do high-level planning.
For short-term planning, such as for the current week or sprint, you can create plans in the Days view. This allows you to see more plan details, and easily focus on specific issues or resources. This view is useful for team leads and managers who need to manage their team’s current workload.
To access the Resource Planning view, select Planning in the Tempo sidebar. The Resource Planning view opens with the Weeks views displayed by default. Use the dropdown menu to switch views.
There are two types of plans you can create from Jira issues:
Synced plans - these plans sync with Jira issues and changes made to one automatically changes the other.
Non-synced plans - these plans are stored only in Capacity Planner, and changes to them do not affect Jira.
Planning time through the Resource Planning view for other team members requires the View Plans and Manage Plans permissions for those teams.
Team members can plan time for themselves, whether it's work or personal time off.
Remember that the available working hours are defined in the Workload scheme to which the team member belongs.
Creating Synced Plans Automatically
If Sync Plans with Jira Issues is enabled, a new plan is automatically created when a new issue is created, provided the synced fields used for plan start date, plan end date, total planned time, and assignee are filled in.
For issues that do not have those fields filled in, or that were created before Sync Plans with Jira Issues was enabled, a new plan can be created in one of the following ways:
If an issue is missing any of the synced fields listed above, add data to those fields - once there is data in all synced fields, a plan will automatically be created.
If all synced fields already have data, temporarily remove the data from a field, and then add it again.
Create new plans in Capacity Planner using one of the methods below.
Creating Plans with the Plan Time Icon
Use the Plan Time icon to open the Plan Time form. This is a quick way to create a plan for any resource on any issue or project.
Creating Plans in the Weeks View
Click the plus sign + on a day in the resource's timeline, where you want the plan to start.
This is a way to add a plan for an issue that's not listed yet for the resource. This is also a quick way to create a single-day plan, but you can update the plan period in the Plan Time form to create a plan that spans multiple days.
Click on a day for a Jira issue: expand a resource in the resource list on the left (see Viewing Resources and Their Plans) to see the plans per Jira issue, then click on a day for an issue.
Clicking on a day for an issue is a quick way to fill up the remaining hours in a day: the unused hours are planned for this issue and the day is fully booked. If a day is already booked, you can't add more hours this way.
The Start time for the plan is midnight when you create a plan this way, but you can edit the plan to change the start and end times for it.
Creating Plans in the Days View
Click the plus sign + on a day when you want the plan to start.
This is a way to add a plan for an issue that is not listed yet for the resource. This is also a quick way to create a single-day plan, but you can also specify a period in the Plan Time form to create a plan that spans multiple days.
Creating Period Plans
In the Weeks view:
Click and drag across multiple days in a resource's timeline to create a period plan. The dates you selected are filled in the Plan Time form.
In the Days view:
Click and drag across multiple days in the calendar to create a period plan. The dates you selected are filled in the Plan Time form.
Creating period plans from the Plan Time form:
Create a plan in any way you like in either the Days or Weeks view.
In the Plan Time form, the values you need to enter will depend on whether this is a synced plan or not.
For synced plans:
Select the issue to sync the plan with.
Enter any missing data from the required sync fields.
For non-synced plans:
Select the Period checkbox.
Add an End Date for when you want the period plan to end.
Enter the number of hours in the Planned Time field:
- Total hours to have them spread evenly over the number of days in the period plan.
- Per day to plan this number of hours per day over the period.
When you delete a plan that's part of a period plan, you can choose to delete the plan for just that day or delete the whole period plan.
When creating period plans, all plan hours are evenly distributed, regardless of availability.
Creating Plans by Dragging Issues
The Issues side panel on the right contains Jira issues organized by type (from predefined JQL searches). You can drag issues from the side panel to the Resource Planning view in either the Days or Weeks view, which is a quick way to create plans. See Finding Issues with the Issue Picker for more information.
To create plans by dragging issues from the side panel:
Click the arrow on the right side of the window to open the Issues side panel.
Use the tabs at the top to find the issues you want to view in the panel, or use the Search box to find an issue.
Drag the issue to the resource's timeline for whom you're planning, on the date when you want the plan to start:
In the Weeks view, do either to create a plan that fills up the available hours in a day:
- Drag an issue to a day in a resource's timeline. This is useful if there are no plans yet, or there aren't plans for that issue yet.
- Expand a resource on the left to see the plans per Jira issue, then drag an issue from the panel onto the matching issue timeline.
Dragging an issue to a day in the Weeks view is a quick way to fill up the remaining hours in a day: the unused hours are planned for this issue and the day is fully booked. If a day is already booked, you can't add more hours this way.
The Start time for the plan is midnight when you create a plan this way, but you can edit the plan to change the start and end times for it.
In the Days view:
Drag the issue onto a day.
If a day is fully booked the Plan Time form opens. Enter the number of hours you plan to spend on the issue during that day in the Total plan time field.
When you create plans by dragging issues from the Issues side panel, the number of remaining estimated hours and the number of hours that are planned on the issue are displayed and used to suggest hours planned.
If the remaining estimate exceeds the availability of the target resource on that day, the suggested plan is the remaining available time for that person/resource.
Issues without remaining estimates do not have any suggested hours.