> ## Documentation Index
> Fetch the complete documentation index at: https://docs.charle.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Day Breakdown

> Viewing and managing daily task lists and capacity

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

## Opening day breakdown

### 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

### 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

<Tip>
  Click different allocation badges to quickly compare workload across different days.
</Tip>

## Panel layout

### 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

### 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)

## Work types

### 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

### Help desk tickets

Highest priority items:

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

### 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

<Info>
  Queued items help PMs identify capacity bottlenecks. They're scheduled for the day but can't be started due to higher priority work.
</Info>

### 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

## Capacity tracking

### 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

### Allocation calculation

Total allocated time includes:

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

### 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"

<Warning>
  Overallocation means unrealistic expectations. The person cannot complete all scheduled work in the available time.
</Warning>

## Reordering tasks

### Who can reorder

Only PMs, CSMs, and Managers can reorder tasks:

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

### How to reorder

<Steps>
  <Step title="Open day breakdown">
    Click allocation badge for the day you want to adjust
  </Step>

  <Step title="Drag to reorder">
    Click and hold the grip handle, drag item up or down
  </Step>

  <Step title="Confirm if needed">
    If moving help desk below subtask, confirm in dialog
  </Step>

  <Step title="Save automatically">
    New order saves immediately
  </Step>
</Steps>

### 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

<Tip>
  Reordering sets an explicit priority that overrides the system's default priority calculation. Use sparingly for exceptions.
</Tip>

## Special day states

### Bank holidays

Days marked as bank holidays:

* Red ban icon
* Message: "Bank Holiday"
* No tasks scheduled
* Zero capacity

### Full-day leave

Team member on leave:

* Red ban icon
* Message: "On leave - unavailable"
* No tasks scheduled
* Zero capacity

### 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)

### Empty days

Days with no work:

* Shows "0h / 6.5h"
* Indicates available capacity
* Amber badge (under-allocated)
* Can schedule new work

## Understanding queued status

### 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

### 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.

### 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

<Warning>
  Multiple queued items indicate capacity constraints. Don't ignore them - they'll accumulate and create backlogs.
</Warning>

## Practical usage

### 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

### For PMs/CSMs

Use day breakdown to:

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

### For Managers

Use day breakdown to:

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

## Best practices

<CardGroup cols={2}>
  <Card title="Check daily" icon="calendar-day">
    Review your day breakdown each morning to plan work
  </Card>

  <Card title="Follow priority order" icon="arrow-down-1-9">
    Work on items in the order shown - highest priority first
  </Card>

  <Card title="Report overallocation" icon="triangle-exclamation">
    If overallocated, notify your PM immediately
  </Card>

  <Card title="Clear queued items" icon="list-check">
    PMs: Don't let queued items accumulate - reschedule or adjust capacity
  </Card>

  <Card title="Respect help desk priority" icon="ticket">
    Always prioritize help desk tickets unless explicitly told otherwise
  </Card>

  <Card title="Update as you work" icon="rotate">
    Log time and update statuses to keep schedule accurate
  </Card>
</CardGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Priority System" icon="arrow-up-1-9" href="/user-guide/schedule/priority-system">
    Understand how the system determines task order
  </Card>

  <Card title="Timeline View" icon="chart-gantt" href="/user-guide/schedule/timeline-view">
    Learn how to navigate the full schedule timeline
  </Card>

  <Card title="Subtasks" icon="list-check" href="/user-guide/tasks/subtasks">
    Understand how subtasks are scheduled
  </Card>

  <Card title="Time Tracking" icon="clock" href="/user-guide/time-tracking">
    Log time against scheduled work
  </Card>
</CardGroup>