Overview
The Task Planning View is designed to simplify resource allocation by combining task management with real-time capacity and availability insights. Instead of relying on external spreadsheets or reports, project managers can evaluate workloads, availability, and qualifications directly within GUIDEcx to make smarter assignment decisions.
Using a built-in dispatching engine and “Best Match” scoring, the Task Planning View helps teams quickly identify the most suitable resource for each task while avoiding scheduling conflicts and over-capacity situations.
Accessing the Task Planning View
1. Navigate to the Tasks Page
From the left-hand navigation menu, click the Tasks icon.
This page is task-centric, meaning you can view and manage tasks across all projects (depending on your permissions and admin access).
Permissions: Who can see what?
Admins and Managers can see all tasks independent if they're invited to the project.
Guides can see all tasks for projects they are invited to and assigned.
Task Owners and Contributors can only see tasks that they are assigned to.
2. Apply Filters to Identify Specific Tasks
Click + Add Filter to narrow down the list of tasks you want to plan.
Available filters include:
Availability — Filter by work location requirements such as:
On Site
Remote
Hybrid
User Attribute — Filter by required skills, certifications, or qualifications such as:
Trainer Level 1
Language Skills
Product Expertise
Role — Filter by professional role requirements such as:
Software Trainer
Project Manager
Consultant
These filters help isolate tasks that require specific resource qualifications.
3. Select Tasks for Planning
Use the checkbox next to each task you want to assign.
Once selected, click Plan [X] Tasks in the top-right corner.
This launches the Task Planning View for the selected tasks.
Understanding the Task Planning View
4. Analyze Task Details and Match Scores
At the top of the screen, each task displays important planning information including:
Task Name
Task Status
Associated Project
Date Range
Estimated Hours
Availability Requirements
Below the task details, a list of suggested assignees appears with a Match Score for each user.
The Match Score evaluates how well a user aligns with the task based on:
Availability requirements
User attributes
Role compatibility
Current workload and capacity
Higher scores indicate a stronger fit for the task.
5. Assess Resource Capacity and Availability
Each suggested assignee includes a color-coded timeline to help visualize workload and scheduling availability.
Timeline Indicators
Gray Areas — Non-working days such as weekends or holidays
Yellow / Blue / Red Bars — Represent current workload and capacity
Red Sections — Indicate the user is over capacity
PTO Labels — Show scheduled time off
Hover over timeline elements to see detailed information about:
Current scheduled hours
Total daily capacity
How the new task assignment would impact workload
This allows planners to make informed decisions before assigning work.
6. Drill Down into Resource Workloads
Click the caret (v) next to a user’s name to expand their schedule details.
This view displays:
Existing tasks
Sessions
Current commitments
Capacity breakdowns
Expanding timelines provides a deeper understanding of why a user may or may not be a good fit for the assignment.
Assigning Tasks
7. Assign the Task
When you identify the best resource, click Assign Task next to the user’s name.
After assignment:
A success message appears
The system automatically advances to the next task
Match scores and capacity calculations refresh in real time
This dynamic refresh ensures planners always work with the latest availability data.
8. Review and Finish
Once all selected tasks are assigned, a Congratulations! message appears.
Click Back to Tasks to return to the main Tasks page.
You will now see the newly assigned users reflected in the Assignee column.
Expected Behaviors of the Task Planning View
Real-Time Capacity Updates
Capacity bars and Match Scores automatically refresh after each assignment to reflect current workloads and availability.
Hard Filters for Requirements
Certain requirements act as strict filters.
For example:
A task requiring On Site availability will only display users who meet that requirement.
Users who do not satisfy mandatory criteria will not appear as assignment options.
Contextual Hover Details
Hovering over timelines and workload indicators displays additional context including:
Daily scheduled hours
Remaining capacity
Projected workload impact
Visual Over-Capacity Warnings
Potential scheduling conflicts and over-capacity situations are clearly highlighted in red to help prevent:
Resource burnout
Double-booking
Scheduling inefficiencies
FAQs
What is the Task Planning View?
The Task Planning View is a resource assignment tool that helps teams assign tasks based on workload, availability, role requirements, and user attributes. It provides real-time visibility into team capacity so you can make informed staffing decisions.
What does the Match Score mean?
The Match Score indicates how well a user aligns with a task’s requirements. The score considers factors such as:
Availability requirements
User attributes and skills
Assigned role
Current workload and capacity
Higher scores indicate a stronger match for the task.
Why don’t I see certain users as assignment options?
Some task requirements act as “hard filters.” If a user does not meet required criteria—such as location availability, role, or specific attributes—they will not appear as a potential assignee.
What do the timeline colors mean?
The timeline uses color indicators to display workload and availability:
Gray = Non-working days or holidays
Yellow/Blue = Scheduled workload
Red = Over-capacity or overloaded schedule
These visual indicators help prevent over-assignment.
Can I see why a user is over capacity?
Yes. Expand the user’s timeline by clicking the caret (v) next to their name. This shows the tasks and sessions contributing to their workload.
Do Match Scores update automatically?
Yes. Match Scores and capacity timelines refresh in real time after each task assignment so you always see the latest availability data.
Can I assign multiple tasks at once?
Yes. You can select multiple tasks from the Tasks page and launch the Task Planning View to work through assignments in sequence.
What happens after I assign a task?
After assignment:
A confirmation message appears
The system advances to the next task
Capacity and Match Scores refresh automatically
The assigned user appears in the Assignee column on the Tasks page
Can I use filters before planning tasks?
Yes. You can filter tasks by:
Availability
User Attributes
Roles
Other task-related criteria
This helps narrow down which tasks need planning attention.
Does the Task Planning View prevent overbooking resources?
The system does not block assignments, but it clearly highlights over-capacity situations in red so planners can make informed decisions before assigning work.