Customize Workload in ClickUp
The Workload view in ClickUp helps you understand team capacity, balance assignments, and prevent burnout. By customizing this view, you can control how time, effort, and availability are displayed so your team’s schedule is always clear and actionable.
This guide walks you through every customization option available in the Workload view so you can tailor it to your workspace and processes.
Open and understand the ClickUp Workload view
Before changing settings, start from an existing Workload view in your Space, Folder, or List. The view shows people or other grouping items on the left, and time intervals across the top.
At the top-right of the view, you will find the main controls used to customize how capacity and tasks appear. These options collectively define how the Workload view behaves and what your team sees.
Set capacity in the ClickUp Workload view
Capacity makes it possible to see when someone or something is underloaded, properly loaded, or overloaded. In ClickUp, you can set capacity in three ways: by number of tasks, by time, or by points.
Choose how to measure capacity in ClickUp
- Open your Workload view.
- Locate and select the capacity settings control in the top toolbar.
- Choose one of the following capacity types:
- Tasks: limits based on how many tasks can be assigned.
- Time: limits based on hours or minutes per time period.
- Points: limits based on story points or a similar effort unit.
The option you choose determines how the Workload bar fills up as tasks are scheduled during each time interval.
Set individual or item capacity
You can assign a capacity value per person or per custom grouping item so each one has a realistic limit for the selected time frame.
- In the Workload view, hover over a person or other item name on the left.
- Open the capacity field for that row.
- Enter the capacity value that matches your chosen unit (tasks, time, or points).
- Repeat for each person or item you want to configure.
This makes your ClickUp Workload view reflect true availability instead of assuming the same limit for everyone.
Use time intervals in ClickUp Workload
Time intervals define how the Workload view slices the schedule. You can switch between multiple time scales to better match how you plan work.
Change the Workload time scale
- Open the Workload view toolbar.
- Locate the interval selector (for example, Day, Week, or Month).
- Select your preferred time interval from the available options.
Each time interval affects how capacity is calculated for that period, and how tasks are displayed along the timeline.
Understand how tasks behave across intervals
- Tasks scheduled within a single interval contribute only to that time period.
- Tasks spanning multiple intervals distribute their effort according to duration and the Workload settings.
- Unscheduled tasks or tasks without due dates may not appear, depending on your filters and grouping.
Adjusting the interval regularly gives you different perspectives on upcoming work inside ClickUp, from daily views to longer-term planning.
Group and sort the ClickUp Workload view
Grouping and sorting help you tailor the Workload view to match your team structure and reporting preferences.
Group by assignee or other fields in ClickUp
- Open the Workload view.
- Select the grouping menu in the toolbar.
- Choose to group by Assignee or by another supported field, such as a custom field or Sprint, depending on your setup.
Grouping by assignee shows classic people-based Workload, while grouping by other dimensions can help you analyze resource use across teams, departments, or project segments.
Sort items in the Workload view
- Use the sort options in the toolbar to order people or items.
- Sort alphabetically, by capacity usage, or by another available criterion.
- Apply sorting to quickly see who is overloaded or underutilized.
The combination of grouping and sorting makes ClickUp Workload views easier to read and manage, especially for large teams.
Customize task display in ClickUp Workload
You can control which tasks appear and how much information you see for each one without leaving the Workload view.
Filter tasks in the Workload view
- Click the filter menu in the top toolbar.
- Filter by status, assignee, priority, tags, or other supported criteria.
- Apply the filter and review the updated layout.
Filters keep the ClickUp Workload view focused on the most relevant tasks for your current planning session.
Adjust task cards and details
- Hover over a task bar in the Workload timeline to see key info like title and dates.
- Open the task to edit assignees, dates, or effort values (such as time estimates or points).
- Update task details directly so capacity reflects the latest information.
As you update tasks, the Workload bars recalculate in real time, showing where capacity reaches its limits.
Use ClickUp Workload to rebalance assignments
Once capacity and tasks are configured, you can rebalance work quickly by dragging and adjusting items.
Reschedule tasks within the Workload view
- Click and drag a task bar left or right to move it to another date.
- Extend or shorten the bar to change start and end dates.
- Watch how the capacity bar updates, indicating when an assignee is overloaded or free.
This interactive scheduling in ClickUp helps you spot conflicts and fix them visually.
Reassign tasks to different people
- Select a task that belongs to someone over capacity.
- Open the assignee control for the task.
- Assign it to a teammate with available capacity.
- Confirm the capacity bars now reflect a more balanced workload.
Repeat this for all overloaded rows until the Workload view shows a sustainable distribution of work.
Advanced options for ClickUp Workload customization
Depending on your workspace configuration, you may have additional settings to refine the Workload view.
Combine Workload with time estimates or points
- Use time estimates to measure effort accurately across tasks.
- Use points to match Agile or Scrum processes.
- Set capacity based on the same unit so ClickUp can calculate utilization consistently.
This alignment between task effort and capacity makes utilization reports more reliable.
Save and share your customized view
- After adjusting capacity, grouping, filters, and intervals, save the Workload view configuration.
- Rename the view to reflect its purpose, such as “Team Weekly Workload”.
- Share the view with your team so everyone uses the same configuration.
Shared views in ClickUp keep planning consistent and reduce confusion about how work is being tracked.
Learn more and extend ClickUp Workload
To master every detail of Workload customization, review the official product documentation directly from the source:
If you want strategic help setting up ClickUp for capacity planning, automation, and reporting, you can also work with a specialized consulting partner:
With the right configuration, the Workload view in ClickUp becomes a powerful control center for managing team capacity, forecasting demand, and keeping every project on track.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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