Day Breakdown

The day breakdown shows a detailed view of all work scheduled for a specific day, ordered by priority, with capacity tracking.

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Opening day breakdown

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From timeline view

To see a day’s details:

1. Click any allocation badge on the timeline
2. Day breakdown panel opens
3. Shows all work for that person on that day
4. Panel stays open while you work

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From My Schedule

On your personal schedule:

1. View shows upcoming days with work
2. Click “View Day” on any day card
3. Same breakdown panel opens
4. Focus on your own work

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Panel layout

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Header

The panel header shows:

• Date - Formatted day and date (e.g., “Monday 23rd January”)
• Total hours - Hours allocated / Daily capacity (e.g., “6.5h / 6.5h”)
• Overallocation warning - If total exceeds capacity

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Task list

Each item in the list shows:

• Icon - Help Desk, Task, or Project indicator
• Title - Task or ticket name
• Status badge - Current status (or “Queued”)
• ID - Display ID (#123)
• Type - Help Desk / Task / Project
• Client - Client name
• Time - Hours allocated (or “0h (queued)”)
• Drag handle - For reordering (PMs/Managers only)

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Work types

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Regular subtasks

Standard task work showing:

• Allocated time (e.g., “2h”, “4.5h”)
• Current status (Scheduled, In Progress, Awaiting Review)
• Can be reordered by PMs/Managers

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Help desk tickets

Highest priority items:

• Always appear at top of list
• Red/orange icon
• Should stay above subtasks
• Warning if moved below subtasks

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Queued items

Work scheduled but no capacity available:

• Show “Queued” badge instead of status
• Time shows as “0h (queued)”
• Have an estimate but higher priority items took all capacity
• Will get time allocation when capacity opens

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Project tasks

Display-only items:

• Shown in separate “Projects (Display Only)” section
• Don’t count toward capacity
• Time shows “N/A”
• Cannot be reordered
• For visibility only

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Capacity tracking

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Daily capacity

Shows available work capacity:

• Developers: 6.5 hours (390 minutes)
• Other roles: 7.5 hours (450 minutes)
• Role-based capacity applied automatically
• Reduced by leave or holidays

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Allocation calculation

Total allocated time includes:

• All subtasks with time allocation
• Help desk tickets
• Blocks (capacity reservations)
• Does NOT include project tasks

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Capacity indicators

Healthy allocation (Green):

• 80-100% of capacity used
• Example: 5.2h to 6.5h allocated (of 6.5h capacity)

Under-allocated (Amber):

• Less than 80% of capacity used
• Example: 4h allocated (of 6.5h capacity)

Overallocated (Red):

• More than 100% of capacity used
• Example: 8h allocated (of 6.5h capacity)
• Warning message: “Overallocated by 1.5h”

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Reordering tasks

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Who can reorder

Only PMs, CSMs, and Managers can reorder tasks:

• Delivery Team members see read-only list
• Drag handles only visible to schedulers

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How to reorder

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Reordering rules

Priority guidelines:

• Help desk tickets should stay at top
• Work in progress should be prioritized
• Single-day items before multi-day items
• Consider dependencies between tasks

System warnings:

• Moving help desk below subtask shows confirmation dialog
• Ensures intentional priority override
• Can proceed if you confirm

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Special day states

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Bank holidays

Days marked as bank holidays:

• Red ban icon
• Message: “Bank Holiday”
• No tasks scheduled
• Zero capacity

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Full-day leave

Team member on leave:

• Red ban icon
• Message: “On leave - unavailable”
• No tasks scheduled
• Zero capacity

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Half-day leave

Team member on half-day leave:

• Shows “½” indicator on badge
• Capacity reduced by 50%
• Tasks can be scheduled
• Example: 3.25h available (of 6.5h)

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Empty days

Days with no work:

• Shows “0h / 6.5h”
• Indicates available capacity
• Amber badge (under-allocated)
• Can schedule new work

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Understanding queued status

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What “queued” means

A task is queued when:

• It has an estimate
• Status is “scheduled” (not started)
• 0 allocated hours for the day
• Higher priority items used all capacity

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Why items get queued

The priority-based algorithm:

1. Allocates capacity to highest priority items first
2. Continues until capacity is full
3. Remaining items marked “queued”
4. They’re scheduled but can’t be started

Example: Day capacity: 6.5h

• Help desk ticket: 4h (allocated)
• Task A: 3h (allocated, partial - uses 2.5h)
• Task B: 4h (queued - no capacity left)

Result: Task B is scheduled for today but queued until capacity is available.

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Resolving queued items

To clear queued items:

• Complete higher priority work - Frees capacity
• Reschedule queued items - Move to later date
• Increase capacity - Add hours (if justified)
• Reduce estimates - If overestimated
• Adjust priorities - Reorder if needed

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Practical usage

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For Delivery Team

Use day breakdown to:

• See your work priority order
• Know what to work on next
• Check if you’re overallocated
• Plan your day

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For PMs/CSMs

Use day breakdown to:

• Verify capacity allocation
• Adjust priorities as needed
• Identify bottlenecks
• Resolve scheduling conflicts
• Communicate realistic expectations

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For Managers

Use day breakdown to:

• Monitor team capacity utilization
• Spot overallocation issues
• Review priority decisions
• Balance workload across team

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Best practices

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Next steps