Everything you need to know to manage your team's workload, explained simply, with no jargon.
1
What is Resource Management?
In plain English: what it does and why you'd use it.
Resource Management is a set of tools that helps you answer three simple questions about your team:
Is my team overloaded?
See at a glance who has too much on their plate before they burn out.
Can we take on new work?
Check real capacity before saying yes to a client, not gut feeling.
Are we making money?
Compare what you billed vs what you spent in team hours.
You don't need to understand everything at once. Start with the workload view. It alone will tell you if your team is overloaded.
2
The 5 Building Blocks
These are the pieces that make Resource Management work. Blocks 2 and 3 are automatically paired: when Time Tracking is enabled for your workspace, adding a Planned Hours column creates an Actual Hours column alongside it.
Block 1 · Foundation: Weekly Hours
How many hours each person works per week. This is the baseline. Everything else is measured against it. Default is 40h. Change it to match your team's reality (part-time, contractors, etc.). Where: Settings → Members → Capacity column.
Block 2 · Estimates: Planned Hours Column
A column you add to any board. For each task, type how many hours you think it'll take. These are your estimates. They feed the Planned view on the Resources page. Where: Any board → Add column → Planned hours.
Block 3 · Actuals: Actual Hours Column
The counterpart to Planned Hours, created automatically when you add a Planned Hours column, as long as Time Tracking is enabled for the workspace. Click the cell to start or stop the built-in timer. Hours logged here power the Actual and Blended views. No logging = Actual view stays at 0%. Where: Auto-created alongside Planned Hours, or open a task → Time tab.
Block 4 · The Dashboard: The Resources Page
The main place to see everything. One row per person, showing how full their week is. Green = fine, orange = getting busy, red = overloaded. Filters let you focus on one team or date range. Where: Left sidebar → Resources.
Block 5 · Planning Ahead: The What-If Planner
Before you say yes to a new project, add its hours here and see who would go into the red. It's a safe sandbox. Nothing gets changed on any real board. Save scenarios to compare options side by side. Where: Resources page → scroll down → What-If Planner.
Blocks 2 and 3 are automatically paired. When Time Tracking is enabled for your workspace and you add a Planned Hours column to any board, Gript immediately creates an Actual Hours column right next to it. You see both columns appear at once, no extra steps. If you prefer to use a different column for actuals, you can delete the auto-created one and remap via the Timer pill in the Resources filter bar.
3
Setting It Up (First Time)
Four steps. You only do this once. Only an Admin or Owner can do steps 1 and 2.
Resource settings
Control Panel, Resource Management
1
Turn on Resource Management
Go to Settings › Resource Management and switch the toggle from Disabled to Enabled. It will turn blue. Until you do this, the Resources page is not visible to your team.
2
Set your team's hours per week
Go to Settings → Members. Each person has a Capacity column; set how many hours they work per week there. 40h is the default. Adjust for part-time people.
3
Add a "Planned Hours" column to your boards
Open any board → click + Add column → add Planned hours (under "Resource Management") for estimates. When Time Tracking is enabled for your workspace, Gript automatically creates the paired Actual Hours (Time Tracking) column right next to it, so you get both at once: one for what you plan, one for what really happens.
4
Fill in the estimated hours and start logging time
Click any cell in the Planned Hours column and type your estimate for that task. Assign the task to a person. Then, as work happens, click the Time Tracking cell to start the timer, or open the task → Time tab to log hours manually.
Don't skip step 4. The Planned Hours column is just an empty column until you fill in the hours. A column with all blank cells shows everyone at 0%, which is just as misleading as having no data at all.
4
The Workload Page
This is the main dashboard. Here's exactly what you're looking at.
The workload page
Sidebar, Resources
The Resources page: full view
my.gript.app/resources
Click any person's name to open their full detail panel: a slide-out showing each task, which board it's on, and a day-by-day breakdown of their hours.
Two more panels sit below the person rows, above the What-If Planner. The Capacity Forecast projects each person's upcoming load week by week, so you can see who fills up soon. The Utilization Report summarises how fully your team is booked over the period you have selected.
5
Reading the Colors
Every person row has a colored bar and a percentage. Here's what they mean.
Up to 80% (Good: capacity available)
This person has room in their week. Fine to assign more work.
Over 80 to 100% (Getting busy: be careful)
Almost full. They can handle it, but don't add much more without checking first.
Over 100% (Overloaded: action needed)
More hours assigned than their weekly capacity. Something needs to move or be reassigned.
Part of the rowWhat it shows
AvatarPerson's initials
Name + infoTeam, task count, hours
Capacity barFills up as hours increase
PercentageHours ÷ weekly capacity
The percentage is based on their weekly capacity (set in Settings → Members, in the Capacity column). If someone works 4 days a week and their capacity is still set to 40h, they'll look 25% busier than they actually are. Keep capacity numbers accurate.
6
Moving work off an overloaded person
Reassign, with the candidates ranked for you.
The Workload page
Sidebar, Resources
Finding out that somebody is at 140 percent is only half of it. On an overloaded person row, each piece of work has a Reassign action, and it opens a shortlist of who could take it instead.
How the shortlist is rankedWhat it weighs
SkillsHow well the person matches what the work needs.
LoadHow busy they already are.
Team proximityHow close they are to the same team.
Best matchThe strongest option is marked. One click moves the assignment and the workload figures redraw immediately.
Skills are what make the ranking useful. Tag people from their profile (React, tender writing, Spanish, whatever your work needs) and the shortlist stops being a popularity contest between whoever is least busy.
7
When the numbers cannot be trusted
The banner that says so, rather than quietly being wrong.
A banner appears above the workload when something would distort the figures.
What it saysWhat it means
Tasks missing planned hoursThose tasks are not counted in the numbers below, because nobody has said how long they should take. Somebody may look free when they are not.
Billing conflictsThe planned and the actual hours disagree, so the calculation uses the actual hours.
Review and fix opens a drawer listing exactly the tasks concerned, so you can fill the gaps in one pass instead of hunting for them.
8
The Three Views
The toggle at the top of the workload page switches between three different lenses on your team's time.
Comparing projects
Resources, Resource Comparison
Planned
Shows only your estimated hours from the Planned Hours column. No time logging required. Use when: Planning future sprints or projects.
Actual
Shows hours your team has actually spent. By default reads from the built-in timer. If your team types hours into a Number column instead, you can point this view at that column. See Choosing your actual-hours source below. Use when: Reviewing a completed period.
Blended (Recommended)
Past dates show actual logged hours. Future dates show planned estimates. The most accurate real-time picture. Use when: Day-to-day workload management.
Where hours come from, at a glance. Planned: you type estimates into the Planned Hours column on the board. Actual: by default, reads from the built-in timer; or from a Number column you choose. See below.
Choosing your actual-hours source
Only visible when you switch to Actual or Blended view.
Where actual hours come fromWhen to use it
The built-in timerThe default. Everyone's time logs across all tasks.
A Number columnFor teams who do not use the timer and type the figure in at the end of a task, in an "Hours spent" or "Actual hours" column. Point Gript at that column instead.
1
Switch to Actual or Blended view
The picker only appears on these two views. On Planned view it's hidden because planned hours come from the column. There's nothing to choose.
2
Look for the Timer pill in the filter bar
It sits in the filter bar next to the board and date filters. It has a small clock icon. If you don't see it, your boards may not have an Actual Hours or Number column added yet.
3
Click it and choose your source
Timer (default): reads every time log your team has ever started on any task. Good if your team uses the start/stop button regularly. A Number column: reads whatever number is typed into that column per task. Good if your team fills in "how long it actually took" at the end instead of tracking live.
4
Gript remembers your choice
You set this once per board. When you come back tomorrow the same source is used automatically. You can change it any time.
Start with Blended. If your team doesn't log time yet, Planned works fine. Actual is only useful once your team has a habit of logging hours, or you've set up a Number column for manual entry.
9
Comparing projects side by side
The Resource Comparison tab puts up to five projects next to each other.
A card per board
The statistics for that project on its own.
A people-by-project matrix
Who is on what, and for how many hours. Planned hours can be edited straight in the matrix, which is the fastest way to rebalance two projects competing for the same people.
10
Who is free, before you commit
The Availability tab answers the staffing question directly.
How to use itWhat happens
Pick a date rangeOr one of the presets: Next 4 weeks, This month, Next month.
Read the heat mapWho has room across those dates.
What it accounts forWorking hours and booked time off, so the answer is real rather than optimistic.
Manage Availability is where time off is recorded, so the plan reflects the holidays your team has actually booked rather than an optimistic guess.
11
The What-If Planner
A safe sandbox: test what would happen if you added more work before saying yes to a client.
The availability planner
Resources, Availability
The What-If Planner at the bottom of the Resources page is a calculator, not an editor. Nothing you do in it changes your real boards. Add hypothetical hours, press Run simulation, and see who would go into the red.
1
Add your hypothetical hours
For each person you'd assign the new work to, add a row: hours → what it's for → who gets it.
2
Click "Run simulation"
The Projected Impact table appears, showing each person's current % and what it would become if you added the work.
3
Read the results, then decide
If someone goes red, you need to reassign, delay, or say no to the project. If everyone stays green, you're good to go. Save the scenario to refer back to it later.
12
P&L by Project
Admin-only tab: revenue, cost, and margin across all your projects in one view.
The P&L by Project tab breaks the money down per board.
Per projectWhat it shows
Hours allocatedHow much work was planned into it.
Billable and non-billableThe split between the two.
RevenueWhat it earned.
CostWhat it cost in team hours.
MarginWhat is left.
Only administrators and owners see this tab.
The P&L follows the view you have selected (Planned, Actual, or Blended). Switching that lens changes which hours the P&L is based on, so the revenue, cost, and margin figures update to match.
The Resources page tab bar. P&L is the fourth tab (admin-only)
P&L by Project: one row per board, totals at the bottom
1
Set billing and cost rates first
Go to Settings › Resource Management › Team Rates. Each person needs a Billable Rate and (optionally) a Cost Rate. Without rates, Revenue and Cost will both show $0.
2
Open the Resources page and click P&L by Project
The fourth tab in the tab bar, only visible to Admins and Owners. RM Managers and team members do not see this tab.
3
Set the date range
The date picker at the top of the page applies to all three tabs. Set it to the project period you want to review. Hours outside that range are excluded.
These numbers show the financial value of planned work, not what you've invoiced. The P&L tab reads planned hours and rates; it does not pull from your invoices. Use it to spot projects running over budget. For actual billing totals, see the Invoice Hub in the Control Panel.
13
Real Scenarios
Situations you'll actually face, and exactly what to do in each one.
Scenario 1: A new project just arrived: can we take it?
A client wants a 4-week project starting next Monday. Your team is already working on existing projects. You need to know if they have capacity before you commit.
1
Go to Resources in the left sidebar.
2
Switch the view to Planned and move the date range to cover the next 4 weeks.
3
Look for anyone in the orange or red zone, those are the people who can't take on much more.
4
Scroll down to What-If Planner and add the new project's hours per person. Run the simulation.
5
If anyone turns red → adjust assignments. If everyone stays green → you're safe to commit.
Result: You can answer the client confidently, with data, not a hunch. "Yes, we can start Monday" or "We need two extra weeks", both backed by real numbers.
Scenario 2: A team member says they're swamped: is it true?
Alex says he's overwhelmed and can't take on anything new. You want to check if this is accurate before making decisions about hiring or redistributing work.
1
Go to Resources and use the People filter at the top to show only Alex.
2
Switch the view to Actual to see what he's actually logged, not just what was assigned to him.
3
Look at the last 4 weeks. Is he consistently above 80%? Is he in the red? Or are the numbers lower than expected?
4
Click Alex's name to see the breakdown, exactly which tasks are eating his time.
Result: You'll see the facts. If Alex is genuinely at 110%, redistribute or hire. If he's at 72%, have a conversation about time management or unclear task estimates.
Scenario 3: Your team fills in hours manually, not with the timer
Your team doesn't start/stop the built-in timer. Instead, when they finish a task they type how many hours it actually took into a column called "Hours spent". You want the Resources page to read from that column, not from empty timer logs.
1
Make sure every board your team uses has a Number column (e.g. "Hours spent") and that people fill it in when a task is done.
2
Go to Resources and switch to Actual or Blended. The Timer pill appears in the filter bar.
3
Click the Timer pill. A dropdown opens showing: Timer (default) and any Number or Time Tracking columns on your boards.
4
Select your "Hours spent" column. The pill label changes to that column's name. The Resources page immediately re-reads from there.
5
Gript remembers this choice per board, no need to change it each visit.
Result: Your team works the way they prefer, no timers, and you still get accurate workload data in the Resources page. Both methods work; you just tell Gript which one to use.
Scenario 4: A project just ended: did we make money?
You finished a client project last month. Finance wants to know if it was profitable. You need to compare what you charged vs what you actually spent in team time.
1
Make sure billing rates are set: Settings → Resource Management → Team Rates. Each person needs a billable rate and optionally a cost rate.
2
Go to Resources and switch to Actual. Set the date range to the project's duration.
3
Use the Boards filter to show only the board(s) for that project.
4
Switch to the P&L by Project tab to see Revenue, Cost, and Margin for that project.
Result: Revenue − Cost = your margin. If cost is higher than revenue, the project ran over. Use this to improve estimates on the next similar project.
14
Who Can See What
Not everyone on your team sees the same thing in Resource Management.
RoleWhat they see
Admin viewFull dashboard. All people, all financials, Export button, Manage Availability. No restrictions.
RM Manager viewYou are viewing your team's workload. Rates and financial data are visible to admins only.
Team member viewYou are viewing your own workload data. Contact an admin to expand your access.
RoleAccess
Admin (Owner, Admin, Super Admin)Everyone's workload, all people, all settings. Financial data: full (Revenue, Cost, Margin, Rates). P&L tab: visible.
RM Manager (Designated by an Admin)Their team's workload (all or specific teams). Financial data: hidden (no rates or money data). P&L tab: hidden.
Team member (All other members)Only their own row. Financial data: hidden. P&L tab: hidden.
Promoting a team member to RM Manager: Go to Settings › Resource Management › RM Access. Click "Add manager", pick the person, and choose whether they can see all teams or specific teams only.
15
Common Questions
Quick answers to what people ask most.
I added the Planned Hours column but the workload page shows 0% for everyone. Why?
The column is there but the cells are empty. Go back to your board and fill in the estimated hours for each task. Also check that tasks have someone assigned. Hours without an assignment don't count toward anyone's workload.
I can't see the Resources link in the sidebar. What's wrong?
Resource Management needs to be enabled first. An Admin or Owner needs to go to Settings → Resource Management and click Enable. If you can't see that setting either, ask your workspace Owner. It may be restricted to your plan.
Can someone be on multiple boards? Does their workload show all boards combined?
Yes. The workload view adds up planned hours from all boards across the workspace. The capacity bar is a stacked bar: each color represents a different board. That's why one bar can have multiple colors.
What's the difference between "saving" a scenario in the What-If Planner vs committing it?
Saving just stores the scenario so you can come back to it or share it with your team. It does NOT create any real tasks or update any boards. Nothing changes until you manually add those tasks to a board yourself.
Why does the Actual view show 0% even though the team has been logging time?
Two things to check: (1) the date range: it may be set to a period before the team started logging; (2) the actual-hours source: if you previously changed the Timer pill to a Number column, and that column is empty, you'll see 0%. Click the Timer pill in the filter bar and switch back to "Timer" to use all time logs again.
My team types their hours into a column: can the Resources page read from there?
Yes. Switch to Actual or Blended view, then click the Timer pill in the filter bar. A dropdown appears listing all Time Tracking and Number columns on your boards. Select the one your team fills in. Gript will read from that column instead of the timer. The choice is saved per board, you only need to do this once.
I can see financials (Revenue/Cost) but some people show $0. Why?
Those people don't have billing rates set yet. Go to Settings → Resource Management → Team Rates and add a billable rate for each person. The rate must have an effective-from date that falls within the period you're viewing.
Where is the P&L by Project tab?
Open the Resources page (left sidebar → Resources). You'll see four tabs at the top: Workload, Resource Comparison, Availability, and P&L by Project. Click the fourth tab. If you don't see it, your role may not have access (see above).
I can't see the P&L by Project tab. Is it hidden?
Yes. The P&L tab is visible to Admins only (Owner, Admin, Super Admin). RM Managers and team members do not see it. If you're an Admin and still can't see it, make sure Resource Management is enabled in Settings → Resource Management.
What does Margin % mean in the P&L tab?
Margin % = (Revenue − Cost) ÷ Revenue × 100. A project with €10,000 revenue and €6,000 cost has a 40% margin. Green means profitable; red means you spent more than you billed. A dash appears when revenue is zero to avoid divide-by-zero.
I added a Planned Hours column and a second column appeared automatically. What is it?
That's the Actual Hours column. When Time Tracking is enabled for your workspace, Gript creates it automatically alongside Planned Hours so the pair is ready to go. Planned Hours is what you estimate up front; Actual Hours is filled in by the timer or entered manually. Together they power the Actual and Blended workload views. If you already have a column you prefer to use for actual hours, you can delete this one, it won't affect the Planned Hours column.
Somebody is overloaded. What is the quickest fix?
Use Reassign on the piece of work itself. Gript ranks who could take it by skills, current load and team, and marks the best option, so the decision takes seconds rather than a meeting.
Why is a person showing as free when I know they are busy?
Probably tasks with no planned hours on them, which cannot be counted. The banner above the workload says how many, and Review and fix lists them.
Can I see two projects next to each other?
Yes, up to five, in the Resource Comparison tab, with a people-by-project matrix you can edit in place.
