Resource Scheduler

Overview Back to top

The Resource Scheduler is a Gantt-like calendar view where team members are listed on the left and dates span across the top. Jira issues appear as colored bars on each person's row, representing the work assigned to them over specific date ranges.

Drag issues horizontally to reschedule them to different dates while preserving their duration. Drag vertically to reassign work to another team member. Resize the right edge of a bar to change its end date. All changes sync back to Jira in real time — updating the issue's start date, end date, and assignee fields automatically.

In addition to Jira issues, the scheduler supports custom allocations — manual bookings such as "Training" or "Meetings" that are not tied to specific Jira issues but still contribute to workload calculations.

View Modes Back to top

The scheduler provides five zoom levels to match different planning horizons. Switch between them using the view selector in the toolbar.

Toolbar & Filters Back to top

The scheduler header has three rows: action buttons on top, timeline navigation and workload controls in the middle, and the team/user filter at the bottom. There is no free-text search box in the header itself — issue search lives in the Plan Item sidebar.

Action Buttons (Row 1)

• Plan Item: Opens the issue search sidebar where you can find an existing Jira issue by key or text and drop it onto a row to schedule it.
• Bulk Allocate: Opens a dialog for creating allocations across multiple users at once (training, support rotation, etc.).
• Settings (gear icon): Opens the admin Settings page (visible only to App Admins / Jira site admins).

Time Scale

The time-scale dropdown controls how many days fit on the visible timeline. Five zoom levels are available — see View Modes above for the full list.

Date Navigation (Row 2)

• Today: Snaps the timeline back to the current period.
• Date picker (calendar icon): Jumps to a specific date.
• ◂ / ▸ arrows: Step backward or forward by one period at a time (one week in Week view, one month in Month view, etc.).
• Date range label: Shows the currently visible window (for example, Apr 26 – May 9, 2026).
• Refresh (↻): Re-fetches issues, allocations, and leave for the current window. Also runs automatically after Log Work, Schedule Issue, and other mutations.

Workload Controls (Row 2 right)

• On/Off toggle: Show or hide the per-day workload indicator under each cell.
• Mode selector: Switch between Remaining Estimate (default), Original Estimate, and Availability. See Workload Management for what each mode shows.

Team / User Filter (Row 3)

A single combined picker drives which rows appear on the timeline. It supports two types of selection in one control:

• Teams: Pre-defined groups configured in Team Management. Selecting a team shows all of its members.
• Users: Type at least 2 characters to search users by display name or email. Pick one or more.

Selections are additive — you can mix teams and individual users freely. The picker is empty by default; nothing is shown until you make a selection, which keeps Jira queries fast on large sites with many projects.

Leaves Toggle (Row 3)

Show or hide approved-leave bars on the timeline. Even when hidden, leave still reduces capacity in workload calculations — the toggle only affects whether the bars are drawn. Holidays from Holiday Calendars are always rendered as cell highlights and cannot be toggled off.

Clear

A Clear button on the right of Row 3 resets the team/user selection (and turns the Leaves toggle off) in one click. It only appears when there is something to clear.

Issue Cards Back to top

Each Jira issue appears as a colored horizontal bar on the timeline. The bar spans from the issue's start date to its end date, positioned on the row of the assigned team member.

Bar Content

Each issue bar displays:

• Issue key: The Jira issue identifier (e.g., WH-42)
• Summary: The issue title, truncated to fit the bar width
• Estimated hours: The original time estimate shown on the bar
• Bar length: Proportional to the date range (start date to end date)
• Color: Based on the issue's status category

Issue Tooltip

Click on an issue bar to see a tooltip with detailed information:

• Issue key and full summary
• Project name
• Current status
• Original estimate (hours)
• Time logged so far
• Remaining estimate
• Start and end dates

Action Buttons

The tooltip includes action buttons for quick operations:

• Edit: Open the issue edit dialog to modify summary, dates, estimate, or assignee
• Log Work: Open the Log Work dialog to record time spent on this issue

Custom Allocations Back to top

Allocations are manual resource bookings that exist alongside Jira issues on the scheduler. Unlike issues which are pulled from Jira, allocations are created directly within WorkHub. They represent planned work that may not have a corresponding Jira issue — such as training, internal meetings, management overhead, code reviews, support rotation, or client consultations.

Allocations ensure that non-issue work is visible on the timeline and counted toward each team member's workload, giving managers a complete picture of how capacity is being used across the team.

Key Properties

Each allocation has the following properties:

• Name: A descriptive label (e.g., "Sprint Planning", "Client Workshop", "Training")
• Assignee: The team member this allocation is for
• Date range: Start and end dates for the allocation period
• Hours per day: How many hours per working day this allocation takes (e.g., 2h/day)
• Color: Optional color override for visual distinction on the timeline

How Allocations Appear on the Scheduler

Allocations are displayed as colored bars alongside Jira issue bars on the user's row. They are visually similar to issues but carry a distinct style and label so you can tell them apart at a glance.

• Positioned on the assigned team member's row, spanning the configured date range
• Contribute to workload calculations — the hours per day value is added to the user's daily scheduled hours
• Reflected in workload indicators (green/yellow/red capacity bars) just like Jira issues

Creating an Allocation

There are two ways to create a single allocation (see the Bulk Allocate section below for booking the same work across many users at once):

1. Click the "Create Allocation" button in the scheduler toolbar, OR right-click an empty cell on the timeline and select "Create Allocation" from the context menu.
2. Fill in the allocation details: Name, Assignee (pre-filled if you right-clicked on a specific user's row), Date range, and Hours per day.
3. Click Create. The allocation appears immediately on the timeline.

Bulk Allocate

When you need to book the same work for several people at once — sending a whole team to a training week, assigning everyone to a customer workshop, or reserving capacity for an ops rotation — click the white "Bulk Allocate" button in the scheduler toolbar (top-right, immediately to the left of the blue "Plan Item" button). It opens a single dialog that creates one allocation per selected user in one round-trip.

The dialog is laid out in two columns:

• Left — Users: a searchable user picker. Type at least 2 characters to find users; click a result to add it. Selected users appear as removable chips below the search box, and a count ("N selected") is shown to the right of the label.
• Right — Work Target Type: a segmented control for choosing Project, Epic, Issue, or Custom Category; the matching target picker appears below. Hours per day (0.5h–24h) and Start date / End date are shared by every selected user.

Quick-add visible scheduler users

When the scheduler is filtered to a team or a specific group of users, the dialog shows a "+ Add all visible on scheduler (N)" link directly under the user search box. Clicking it appends all the users currently rendered on the timeline to the selection, skipping anyone already added. The link automatically hides itself once everyone visible has been added. Use it to skip the search-and-pick step when you've already filtered the scheduler to the right people.

A separate "Clear all" link below it empties the user selection in one click without resetting the rest of the form.

Per-user hours overrides

By default every selected user receives the same shared hours/day. To vary it per person, tick "Customize hours per user". An inline panel appears with one row per selected user and a number input next to each name. Values are constrained to 0.5h–24h (out-of-range entries snap back into that range). Leaving an entry empty falls back to the shared default for that user.

Live summary bar

A blue summary bar at the bottom of the dialog continuously shows "N users × M day(s) = Xh total" as you adjust the form, so you can see the total commitment before submitting. Weekends are excluded from the day count; per-user overrides are factored in when "Customize hours per user" is on. The submit button label mirrors the count: "Create N allocation(s)".

Permissions, limits, and edge cases

• Overlapping allocations on the same user are allowed silently — the dialog does not check for or warn about existing allocations covering the same dates. This matches the single-allocation flow.
• Maximum 200 users per bulk request. If you select more, a red warning replaces the link area and the submit button disables until you remove enough users.
• Partial failures: if some users succeed and others fail (rare — usually an out-of-range hours/day for an individual override), the dialog stays open, refreshes the scheduler with the rows that did succeed, and shows "X created, Y failed" so you can adjust and retry only the affected users.

Interacting with Allocations

Once an allocation is on the timeline, you can interact with it in several ways:

• Resize: Drag the right edge of the allocation bar to extend or shorten the date range
• Click: Click the allocation bar to view its details in a tooltip/popup, including name, assignee, dates, and hours per day
• Delete: Remove the allocation from the tooltip/popup
• Drag: Drag an allocation bar horizontally to reschedule it to different dates, or vertically to reassign it to another team member

Workload Impact

Allocations contribute to workload calculations just like Jira issues. The hours per day value is added to the scheduled hours for each working day within the allocation's date range. This ensures that workload indicators accurately reflect the team member's total commitments, including both Jira issue work and non-issue activities.

Logging Time Against Allocations

Users can log worklogs directly against an allocation, not just Jira issues. This is useful for tracking time spent on non-issue work such as training sessions, support rotation, or internal meetings.

To log time against an allocation:

1. Click the allocation bar on the timeline to open its tooltip/popup.
2. Click the "Log Work" button. The Log Work dialog opens with the allocation pre-selected.
3. Enter the hours spent, date, and an optional description.
4. Click Save.

The logged hours appear in Time Tracking, Timesheets, and Reports just like issue worklogs, ensuring that all work — whether tied to a Jira issue or not — is captured in a single unified view.

Drag and Drop Back to top

The scheduler supports three types of drag-and-drop interactions for Jira issues. All changes are saved to Jira immediately.

Horizontal Drag (Reschedule)

Drag an issue bar left or right to move it to new dates. The duration of the issue is preserved — both the start and end dates shift by the same number of days. The issue's date fields in Jira are updated automatically.

Vertical Drag (Reassign)

Drag an issue bar up or down to another team member's row. This reassigns the issue to that person — the assignee field in Jira is updated in real time. The issue's dates remain unchanged.

Resize (Change Duration)

Grab the right edge of an issue bar and drag it to extend or shorten the end date. The start date remains fixed. This is useful for adjusting how long a task is expected to take without changing when it begins.

Scheduling Issues Back to top

You can schedule existing Jira issues onto the timeline directly from the scheduler. This assigns start and end dates to unscheduled issues so they appear on a team member's row.

Context Menu

The cell context menu offers:

• Schedule Issue: Opens the Schedule Issue dialog to pick an existing Jira issue and assign it dates on the timeline
• Request Leave: Opens the Leave Request form for the selected team member and date
• Log Time: Opens the Log Work dialog to record time spent
• Create Allocation: Opens the Create Allocation dialog for non-issue work

How to open it

The scheduler follows the universal desktop convention — left-click acts on what you clicked, right-click always shows the cell context menu:

• Left-click an empty cell — opens the cell context menu for that day and user.
• Click and drag across multiple cells, then click again — opens the menu with the multi-day range pre-filled (used for "Schedule Issue" and "Request Leave" spanning several days).
• Left-click an issue / leave / allocation bar — opens that item's own popup (issue details, leave details, etc.), not the cell menu.
• Right-click anywhere on a row (two-finger click on Mac) — opens the cell context menu, even when the cell is fully covered by issue bars or workload indicators. This is the guaranteed way to reach cell actions when there's no empty cell area to click.

If a row is busy with several stacked issues and you want to schedule another one or log time for that day, use right-click — left-click would just open whatever's underneath the cursor.

Schedule Issue Dialog

The Schedule Issue dialog allows you to search for an existing Jira issue and assign it to the timeline:

• Issue: Search and select an existing Jira issue by key or summary
• Assignee: Pre-filled from the row where you clicked; can be changed
• Start date and end date: Pre-filled from the clicked cell(s); can be adjusted
• Original estimate: Enter or update the estimated hours for the issue

Once saved, the issue's dates and assignee are updated in Jira and the issue appears on the scheduler timeline.

Leave & Holiday Display Back to top

The scheduler can overlay approved leave requests and public holidays on the timeline. This gives a complete picture of team availability alongside scheduled work.

Toggle Visibility

Use the toggle buttons in the toolbar to show or hide leave and holiday blocks. When enabled, approved leave requests appear as colored blocks on the respective team member's row, and public holidays appear as highlighted columns across all rows.

Workload Impact

Regardless of whether leave and holidays are visually displayed, they are always factored into workload calculations. A team member on approved leave has zero available capacity for that day, and public holidays reduce available hours for all team members assigned to the corresponding holiday calendar.

Click a Leave Bar

Clicking a leave bar opens a popover with details (type, dates, requester, status, note) and a context-aware action footer:

• Owner, Pending leave: Edit, Recall
• Owner, Approved leave: Recall (transitions through Recalling when the approval workflow is on, or directly to Recalled when it is off). Edit is also available when the approval workflow is off.
• Approver, Pending leave: Edit, Approve, Reject. Editing is symmetric with the on-behalf create path — an approver who can create a leave for their approvee can also correct dates, type, or note before deciding.
• Approver, Approved leave: Revoke
• Approver, Recalling leave: Approve Recall, Deny Recall

Approver action buttons only appear when the viewer is the leave's designated approver and not the leave's owner (the same person can never both request and approve a single leave).

Drag and Resize Leaves

The owner can drag or resize their own leave bars on the timeline to shift dates or adjust duration. The mutability rule mirrors the popover Edit/Recall rule:

• Pending leaves: Always draggable and resizable by the owner.
• Approved leaves: Draggable and resizable only when the approval workflow is off (Settings → Leave Settings). With approval on, the bar is locked — recall and recreate is the only path to change dates.
• Other statuses (Rejected, Recalling, Recalled) are always read-only on the timeline.

Cross-user drags are blocked — you can never reassign a leave to another team member by dragging it. Capacity recalculates immediately after a successful drag/resize.

Color Schemas Back to top

Issues on the scheduler are color-coded by their Jira status category, providing a quick visual indication of work progress across the team.

The color mapping is based on Jira's built-in status categories, so it works automatically with any custom workflow statuses your Jira instance uses. No configuration is needed.