Manage Workload Tasks in ClickUp
ClickUp offers a powerful Workload view that lets you add, schedule, and manage tasks while tracking team capacity in real time. This guide explains how to use Workload view to keep responsibility, timelines, and effort balanced across your team.
Use this how-to article to learn how to add tasks directly from the Workload view, drag and drop existing work, adjust time ranges, and understand how effort and capacity are calculated.
Overview of ClickUp Workload view
Workload view in ClickUp helps you see how busy each person, team, or resource is over a selected time range. You can track what is already assigned, quickly reschedule tasks, and avoid overloading anyone.
In Workload view, you can:
- Visualize tasks as colored blocks across days, weeks, or months.
- See capacity in hours, points, or tasks per assignee.
- Drag and drop tasks between dates and people.
- Add new tasks directly from empty time slots.
- Filter which tasks and assignees are displayed.
Workload view is available on certain plans and may require specific permissions or Workspace settings to be enabled.
Accessing ClickUp Workload view
You can open Workload view from a location such as a List, Folder, or Space that already has tasks and views created. If a Workload view does not exist yet, you can add one.
- Open the desired Space, Folder, or List.
- At the top, click the Views bar.
- Select + View and choose Workload from the available view types.
- Give the view a name and select whether it should be private or visible to others.
- Click Add View to create the new Workload view.
Once the Workload view is created, you will see your assignees in rows and time segments across the top.
Add new tasks in ClickUp Workload view
You can create tasks directly from the Workload view without switching back to a List. This is helpful when you spot available capacity and want to fill it with planned work.
Steps to add a task from Workload
- Open the Workload view where you want to add the task.
- Locate the assignee row and the date where you want the task scheduled.
- Hover over the empty tile until you see an option such as + Task or a plus icon.
- Click the plus icon to open the task creation modal.
- Enter the task name, choose the List or location if needed, and add details like priority and description.
- Confirm the start and due date if they do not auto-fill from the tile you selected.
- Click Create to add the task to ClickUp.
The new task appears immediately in the Workload view as a scheduled block, contributing to the assignee’s capacity for that time period.
Manage existing tasks in ClickUp Workload view
The real strength of Workload view in ClickUp is the ability to manipulate existing tasks visually. You can drag, extend, and reassign tasks to keep workloads balanced.
Reschedule tasks by dragging
- In Workload view, find the task you want to move.
- Click and hold the task block.
- Drag it to another date or time segment on the same assignee.
- Release the mouse to drop the task in its new position.
The task’s start and due dates are updated automatically.
Reassign tasks to a different person
- Locate the task block in the original assignee’s row.
- Click and drag the task horizontally until it is over the target assignee’s row.
- Drop the task on the desired date under the new assignee.
ClickUp updates the task’s assignees and reflects the changes in both Workload and other views such as List or Calendar.
Adjust task duration and effort
Some tasks span multiple days. You can adjust their duration without opening the full task details.
- Hover over either end of a task block until a resize handle appears.
- Click and drag the edge to extend or shorten the task across more or fewer days.
- Release when the dates match the desired duration.
If your Workspace uses time estimates, story points, or a custom effort setting, the block size and color can also reflect that effort, helping you quickly see heavier tasks.
Understand capacity in ClickUp Workload view
Capacity is how much work a person, team, or resource can handle during a period. Workload view in ClickUp compares assigned effort with configured capacity so you can quickly spot who is under or over capacity.
Capacity settings for each person
Capacity is typically based on:
- Hours per day.
- Points per day or per sprint.
- Number of tasks or subtasks.
Admins or people with the right permissions can configure how capacity is calculated for each user or Workload view. The view can show:
- Total assigned effort vs. maximum capacity.
- Colors or indicators when someone is over capacity.
- Empty spaces to show where more tasks can be scheduled.
How Workload view calculates effort
Effort in ClickUp Workload view can come from:
- Time estimates set on tasks or subtasks.
- Story points or a points field from a custom field configuration.
- Simple task counts, where each task equals one unit.
If a task has no estimate but spans multiple days, effort may be distributed evenly across its duration, depending on your configuration. This lets you approximate how much time is taken each day.
Filter, group, and customize ClickUp Workload view
You can tailor what you see to focus on certain teams, projects, or time frames.
Filter tasks in Workload
Common filter options include:
- Status (for example, only open or in-progress tasks).
- Assignee or team.
- Location (Space, Folder, or List).
- Tags, priorities, or custom fields.
Use filters to display just the work you care about, such as a single team or a specific initiative.
Change time range and zoom level
Workload view can show different granularities:
- Daily view for detailed task scheduling.
- Weekly view for planning sprints or weekly capacity.
- Monthly view for long-term planning.
Switch between these options using the time controls in the Workload toolbar. This helps you zoom in for day-by-day planning or zoom out to see how overall capacity looks over weeks or months.
Best practices for managing tasks in ClickUp
To get the most value from Workload view in ClickUp, keep the following practices in mind:
- Set realistic capacity values for each person.
- Encourage your team to keep task estimates updated.
- Use Workload in planning meetings to spot bottlenecks.
- Regularly review overcapacity indicators and rebalance tasks.
- Align Workload with your Calendar and List views so data stays consistent.
More resources for ClickUp Workload
For deeper technical details and the latest product behavior, review the official documentation on how to add and manage tasks in Workload view at this ClickUp help center article.
If you want strategic guidance on configuring Workload views, capacity models, or automation for larger teams, you can find expert consulting resources at Consultevo.
By using Workload view effectively in ClickUp, you can keep assignments fair, prevent burnout, and ensure that projects move forward on schedule with clear visibility for your entire team.
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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