Getting Started

Workspace View vs Board View

WorkHub offers two ways to access its features, each suited to a different workflow.

Board View

Board View is added as a view tab on a single monday.com board. It provides two tabs:

• Resource Planning — a Gantt-like scheduler showing tasks from that board, organized by assignee and timeline.
• Worklog — a time tracking interface for logging hours against items on that board.

Use Board View when you want a focused scheduler for one project board without leaving the board context.

Workspace View

Workspace View is a full-screen application accessible from the monday.com left sidebar. It contains seven modules:

• Scheduler — resource planning across multiple boards at once
• Time Tracking — log worklogs against any board item
• Timesheets — submit and approve weekly timesheets
• Leave — request and approve time off
• Reports — utilization, worklog, leave, and planned-vs-actual reports
• Settings — boards, capacity schemes, holidays, permissions (admin only)
• My Account — personal preferences and assigned schemes

Use Workspace View when you need a cross-board perspective or access to modules beyond scheduling.

Field Mapping

Before the scheduler can display your board data, it needs to know which monday.com columns correspond to which concepts. This is called field mapping. Each board has its own mapping configuration.

The six available field mappings are:

Required fields explained

Assignee and Timeline are the only required fields because they answer the two fundamental scheduling questions: who is doing the work and when. Without an Assignee column mapped, the scheduler cannot create rows for team members. Without a Timeline column, items have no date range and cannot be placed on the calendar.

Scheduled Hours vs Hours Per Day

These two fields control how workload is calculated. You can map one or both — but you need at least one for workload indicators to work. If neither is mapped, items still appear on the scheduler but show 0 hours in workload calculations.

Original Estimate

Use this when your team estimates total effort per task. The plugin divides the total evenly across the working days in the item's timeline.

Hours Per Day

Use this when your team estimates daily effort instead of totals. The plugin uses the per-day value directly for each working day in the timeline — no division is needed.

When both are mapped

If both columns are mapped on the same board, Hours Per Day takes precedence. The Original Estimate column is used as a fallback only when the per-day value is empty or zero for a given item.

Other optional fields

Status enables two features: coloring task cards by their status label (e.g., "Working on it" = orange, "Done" = green) when using the Status color schema, and filtering completed items out of the scheduler view.

Color (Color Picker) is only needed if you want to assign custom colors to individual items. Most teams use the Status or Group color schema instead.

Board Setup & Configuration

When you add a board to the scheduler for the first time, a setup wizard launches automatically. It walks you through selecting the item level and mapping your columns.

The wizard walks you through two steps:

1. Item Level — choose whether to show Main items, Sub-items, or Both on the scheduler.
2. Field Mapping — select which monday.com columns map to each field. The dropdowns only show compatible column types (e.g., only People columns appear for Assignee, only Timeline columns for Timeline).

You can return to the setup wizard at any time to reconfigure field mappings for a board.

For additional options beyond the wizard, click the settings icon in the top-right corner of the scheduler. This opens the board settings sidebar, which provides the same field mapping options plus display settings.

Items and Subitems

Monday.com boards have two levels of items that WorkHub can work with:

• Main items — the top-level rows on your board. These are the primary tasks or work items.
• Subitems — nested items attached to a main item. In monday.com, subitems live on a separate subitems board with their own columns.

During board setup (or in the settings sidebar), you choose the Item Level setting:

• Main items — the scheduler shows only top-level board rows.
• Sub-items — the scheduler shows only subitems.
• Both — the scheduler shows main items and subitems together.

When subitems are enabled, field mapping is configured separately for the subitems board since it has its own column structure.

Scheduler Overview

The resource scheduler is a Gantt-like timeline where each row represents a team member and task cards are positioned by their timeline dates.

View modes

Five zoom levels let you see the right time horizon:

• Week — seven days with day columns
• 2-Week — fourteen days with day columns
• Month — one calendar month with day columns
• Year (monthly) — twelve months with month columns
• Year (daily) — twelve months with day-level granularity

Group-by modes

The scheduler toolbar lets you choose how rows are organized:

• Users — one row per person. This is the default and shows every assignee as a separate row.
• Teams — rows are grouped by monday.com teams. Each team appears as a collapsible section. Useful for managers overseeing multiple squads.
• Teams with Users — team headings with individual user rows nested inside each team. Gives both the team-level overview and per-person detail.

You can select multiple teams in the Team filter to display several teams side by side on the scheduler. This is useful for cross-team planning and comparing workload across departments.

Assigning items to teams

In monday.com, items can be assigned to a team (not just individual users). When an item is assigned to a team, it appears on the team's row in the scheduler. You can then drag the item from the team row to a specific user's row to reassign it to an individual. This lets managers assign work at the team level first and then distribute it to specific people during planning sessions.

You can also filter which users or teams are visible using the Assignee and Team filter dropdowns in the toolbar.

Leave & holiday display toggles

The toolbar includes Leaves and Holidays toggle buttons. When enabled, approved leave days and holidays appear as colored blocks on the scheduler. Toggling them off hides the visual blocks for a cleaner view, but workload indicators always account for leave and holidays regardless of the toggle state — this is purely a visual change, not a calculation change.

Drag-and-drop

Drag a task card horizontally to reschedule it to different dates, or vertically to reassign it to another team member. Changes sync to monday.com in real time.

Workload overlay

Toggle the workload overlay to see color-coded capacity bars above each person's row:

• Blue / Green — within capacity
• Yellow — approaching capacity
• Red — overloaded

The overlay supports five indicator modes: Worklog + Workload (actual worklogs for past, remaining estimate for future), Remaining Estimate (original minus logged), Availability (free hours after remaining work), Original Estimate (classic scheduled hours), and Number of Items (task count). See Workload Management for a full explanation of each mode.

Capacity & Workload Basics

The workload overlay relies on a simple formula to determine how many hours each person can work on a given day:

• Capacity comes from a work capacity scheme that defines hours per day and working days of the week. The default scheme is 8 hours, Monday through Friday. See Work Capacity Schemes.
• Holidays are non-working days defined in a holiday scheme (e.g., national public holidays). On a holiday, capacity drops to zero. See Holiday Schemes.
• Leave is approved time off (vacation, sick leave, etc.) that further reduces available hours. See Leave Management.

When per-person distribution is enabled in display settings, tasks assigned to multiple people split their hours equally among assignees. For example, a 10-hour task with two assignees counts as 5 hours per person.

Workload indicator modes

The workload overlay offers five indicator modes, each showing a different perspective on your team's load. The default Worklog + Workload mode combines actual logged worklogs (for past days) with remaining estimates (for future days), giving you the most accurate real-time view. See Workload Management → Indicator Modes for a full explanation of all modes.

What's Next

Now that you understand the core concepts, explore the features in detail:

• Time Tracking — Log actual work hours against monday.com items and compare planned vs actual effort.
• Timesheets — Submit weekly timesheets for approval and manage the approval workflow.
• Leave Management — Request and approve time off, with leave automatically reflected in capacity calculations.
• Reports — Generate utilization, worklog, leave, and planned-vs-actual reports for data-driven planning.
• Use Cases — See real-world setups for agencies, product teams, and service organizations.