Overview
The Resource Scheduler is a Gantt-like calendar that shows your team on the left and dates across the top. Tasks appear as colored bars positioned by their timeline dates and assigned person.
Drag tasks to new dates or different people, resize bars to change duration, and create new items right on the calendar. Every change syncs back to monday.com in real time.
Accessing the Scheduler
Board View
Add the scheduler as a view on any board. Click the + button next to your existing views, search for "WorkHub: Plan, Track & Report" in the Apps section, and select it. The scheduler shows items and people from that board only.
Workspace View
Open the WorkHub app from your workspace sidebar and click Scheduler. This view pulls items from multiple boards, giving you one planning surface for the whole workspace.
View Modes
Switch between five view modes using the dropdown in the toolbar. Each mode changes how much time the calendar displays.
Week (Daily)
Shows 7 days with one column per day. This is the default view and the best choice for daily planning and stand-ups.
2 Weeks (Daily)
Extends to 14 days while keeping daily columns. Useful for seeing a full sprint plus the next one.
Month (Daily)
Displays the full month with daily columns. Task bars are more compact. Good for spotting bottlenecks and reviewing monthly capacity.
Year (Monthly)
Shows the entire year with one column per month. Gives a high-level view of long-term resource allocation and project timelines.
Year (Daily)
Shows the full year with daily columns. The most granular long-range view. Helpful for finding gaps and overlaps in annual planning.
Group-By Modes
The scheduler toolbar includes a group-by dropdown that controls how rows are organized. There are three modes:
Users
The default mode. Each row represents one person. All items assigned to that person appear on their row regardless of team membership. Best for day-to-day planning when you need to see individual assignments.
Teams
Rows are grouped by monday.com teams. Each team appears as a collapsible section header, with the combined items of all team members shown underneath. Useful for managers reviewing capacity across multiple squads without seeing individual breakdowns.
Teams with Users
Team headings with individual user rows nested inside each team. Gives both the team-level overview and per-person detail in one view. This is the most common mode for team leads who need to see both team capacity and individual assignments.
Displaying Multiple Teams
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, comparing workload between departments, or getting a full picture during resource allocation meetings.
Assigning Items to Teams
In monday.com, items can be assigned to a team in addition to individual users. When an item is assigned to a team, it appears on the team's row in the scheduler (visible in Teams or Teams with Users mode).
To reassign a team-level item to a specific person, simply drag it from the team row to an individual user's row. The People column on the board updates automatically. This workflow lets managers assign work at the team level first and then distribute it during planning sessions.
Use the Assignee and Team filter dropdowns in the toolbar to narrow which users or teams are visible on the scheduler.
Toolbar Filters
The scheduler toolbar provides several filters to customize what's visible:
- Assignee filter — select specific people to show on the scheduler. Unselected users are hidden.
- Team filter — select specific teams. Works in combination with the group-by mode.
- Leaves toggle — when enabled, approved leave days appear as colored blocks on the scheduler. Toggling off hides the visual blocks but workload indicators always count leave regardless — this is a visual-only change.
- Holidays toggle — when enabled, holiday days (from assigned holiday schemes) appear on the scheduler. Toggling off hides them visually but workload calculations still account for holidays.
Task Cards
Each task appears as a colored bar on the calendar. A card shows:
- Task name from the monday.com item.
- Scheduled hours from the mapped Numbers column (either total hours divided across the timeline, or hours per day used directly — see Field Mapping for how these differ).
- Bar length matching the item's start and end dates.
- Color based on the active color schema.
- Assignee avatars for quick identification.
Click a card to see a tooltip with the board path, item name, and key metrics. When a remaining-estimate mode is active (Worklog + Workload, Remaining Estimate, or Availability), the tooltip shows:
- Original Estimate — the total estimated hours for the item.
- Logged — total hours tracked (click to open the View Worklogs dialog).
- Remaining — hours left (Original Estimate minus Logged).
- Your Allocation — your share of remaining hours (shown when the item has multiple assignees).
The tooltip also shows Status, Assignee, Timeline, and has four action buttons: Edit, Log Work, Duplicate, and Unplan (with confirmation).
Overlog Warning
When logged hours exceed the Original Estimate, the task bar shows a red dashed border and a warning triangle icon. The tooltip displays a red warning: "Logged Xh over estimate". Remaining shows 0h.
Worklog Events on the Scheduler
In remaining-estimate modes, logged worklogs appear as separate events on the scheduler timeline. Worklog events are styled with a gray background and dark accent bar, displayed as single-day events.
- Non-draggable and non-resizable (read-only).
- Click a worklog event to see the hours, item name, board name, date, and description.
- Admins and worklog creators can delete worklogs from the popup (unless the timesheet is approved).
- Worklogs from ALL boards appear, even boards not currently selected in the filter.
View Worklogs Dialog
Click the Logged link in the item tooltip to open a centered dialog listing all worklogs for that item (not limited to the visible date range). Each entry shows hours, date, user name, and description. Sorted newest first.
Log Work
The Log Work dialog lets you pick the date, enter hours, and add an optional description. You can log for a single day or multiple days at once. The worklog is saved to the time tracking module and shows up in reports.
Drag and Drop
All drag-and-drop changes sync to monday.com columns immediately.
Horizontal Drag (Reschedule)
Drag a card left or right to move it to different dates. The duration stays the same; only the start and end dates shift.
Vertical Drag (Reassign)
Drag a card up or down to a different person's row. The People column updates to the new assignee.
Resize
Grab the right edge of a card and drag to extend or shorten the end date. The start date stays fixed.
Ctrl/Cmd + Drag (Add Assignee)
Hold Ctrl (Windows/Linux) or Cmd (Mac) while dragging to another person's row. This adds that person as an additional assignee instead of replacing the original one. Hours are split equally between all assignees.
Creating Tasks
Quick Create
Click any empty cell on the grid. A dialog appears pre-filled with the assignee and date. Type a name, set hours if needed, and press Enter. The new item is created on the board and shows up on the scheduler right away.
New Item Button
Click + New Item in the toolbar for a full form with fields for board, group, name, assignees, timeline, hours, and status. In Workspace View, you can create items on any configured board from this form.
Item Box (Plan Item)
Click + Plan Item in the toolbar to open the Item Box, a slide-out panel on the left side. It lists items from your board so you can search, filter, and drag them onto the schedule.
Filtering
The Item Box provides filters for Assignee, Status, Group, and Planned state. Set the Planned filter to "Unplanned" to find items that have not been scheduled yet.
Drag to Schedule
Drag an item from the list and drop it on a person's row at the desired date. The item's Timeline and People columns update automatically and the task appears on the grid.
Color Schemas
Task card colors help you identify categories at a glance. Open Board Settings (the icon) to choose a color source.
Status
Cards match the mapped Status column values. For example, "Working on it" is orange, "Done" is green, and "Stuck" is red. Best for tracking progress.
Group
Cards use the monday.com group color for each item. Useful for seeing which project phase a task belongs to.
Color Picker
If you have a Color Picker column, each item can have a manually chosen color. Use this when you want full control over card colors.
Keyboard Shortcuts
| Shortcut | Action |
|---|---|
| Ctrl/Cmd + Drag | Add an additional assignee (hours split equally) |
| Escape | Close any open dialog or deselect tasks |
On macOS use Cmd; on Windows and Linux use Ctrl. Shortcuts work in both Board View and Workspace View.
Related Pages
- Workload Management — Capacity indicators and overallocation alerts
- Getting Started — Initial setup and column mapping
- Settings — Column mappings, color schema defaults, and preferences