Measure Workload in ClickUp

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Measure Availability and Capacity in ClickUp Workload View

The Workload view in ClickUp helps you measure availability and capacity so you can assign tasks, balance teams, and prevent people from being overloaded.

This how-to guide walks you through setting up Workload view, choosing what to measure, and understanding how effort and available capacity are calculated.

What is Workload view in ClickUp?

Workload view shows how much work is assigned to each person or team over time. You can see:

  • Who is over capacity or underutilized
  • How much effort is planned per day, week, or month
  • Which tasks are contributing to someone's workload

Using this view in ClickUp, you can adjust assignments before work starts and keep projects on track.

Open and create a ClickUp Workload view

You can use Workload view on multiple levels, including:

  • Spaces
  • Folders
  • Lists
  • Dashboards (as a widget)

Steps to add a Workload view in ClickUp

  1. Open the Space, Folder, or List where you want to track work.
  2. Click the + View button in the view toolbar.
  3. Select Workload from the list of view types.
  4. Name your view and choose whether to make it a Private or Everyone view.
  5. Click Add View to create it.

To add a Workload widget to a Dashboard in ClickUp:

  1. Go to your Dashboard.
  2. Click Add widget.
  3. Select a Workload widget layout.
  4. Choose your location, users, and time period.
  5. Save the widget to start tracking capacity.

Choose what Workload measures in ClickUp

Workload view can measure effort based on different task attributes. This lets you model capacity in ClickUp in a way that matches how your team actually works.

Depending on your subscription and settings, you can measure work by:

  • Assignees only
  • Assignees and teams
  • Sprints (using Sprint Points)
  • Custom fields such as number or currency

Measure effort with time estimates

The most common method to track effort in ClickUp Workload view is using time estimates.

To set this up:

  1. Open your Workload view.
  2. Click the Workload settings icon (often a gear or settings button).
  3. Under Effort, choose Time estimate.
  4. Save your settings.

Now each task's time estimate contributes to the assignee's total effort for the day or time period.

Measure effort with Sprint Points in ClickUp

If your team uses Sprints in ClickUp, you can measure effort with Sprint Points instead of time.

  1. Enable the Sprints features and Sprint Points in your Workspace settings.
  2. Open a Workload view or Workload widget that is filtered to a Sprint.
  3. In Workload settings, choose Sprint Points as the effort type.

Every task with assigned Sprint Points adds to the total load for that assignee or team during the Sprint.

Measure effort with custom fields in ClickUp

You can also measure capacity using a numeric or currency custom field in ClickUp. This is useful if your team tracks effort in units like story points, tickets, or cost.

  1. Create a number or currency custom field in your tasks.
  2. Open your Workload view and go to Workload settings.
  3. Select your custom field under the Effort option.

Workload will then aggregate this field by assignee and time period.

Configure capacity per person in ClickUp

To measure availability correctly, you need to set capacity values for users and, when needed, for teams.

Set daily capacity values

Capacity is the maximum effort a person can handle in a selected time period. In ClickUp Workload view, you typically set capacity per day.

  1. Open your Workload view.
  2. Click Workload settings.
  3. Find the Capacity section.
  4. Set a default daily capacity value (for example, 8 hours or 10 points).
  5. Optionally override capacity per individual user if some have different limits.

These values determine when a user shows as under capacity, at capacity, or over capacity in ClickUp Workload view.

Account for non-working days in ClickUp

To get accurate availability, you must account for days when people are not working.

  • Set Workspace-wide working days and non-working days.
  • Use the Working days settings to define which weekdays are considered workdays.
  • On non-working days, capacity is typically set to zero in Workload view.

Tasks that span weekends or holidays will only contribute effort to the working days defined in ClickUp.

Understand how ClickUp calculates availability

Availability is calculated as the difference between capacity and assigned effort for a specific user on a specific day or time frame.

In ClickUp Workload view, for each person and time slot you see:

  • Total effort (based on your chosen metric such as time estimate or Sprint Points)
  • Capacity (the configured maximum)
  • Remaining availability (capacity minus effort)

Colors or visual indicators show:

  • Under capacity (room for more work)
  • At capacity (fully booked)
  • Over capacity (too much work assigned)

How task scheduling affects Workload in ClickUp

Task dates determine how effort is distributed across the timeline.

  • Single-day tasks: All effort is counted on that day.
  • Multi-day tasks: Effort is usually spread evenly across the duration.
  • Tasks without dates: These normally do not appear in Workload until dates are added.

This distribution ensures that long-running tasks in ClickUp don't appear as one massive spike in a single day.

Effort for multiple assignees

If a task in ClickUp has multiple assignees, the effort may be divided or counted fully for each person depending on your settings.

  1. Open Workload settings.
  2. Look for an option related to effort for multiple assignees.
  3. Choose whether to:
  • Split the effort evenly between assignees, or
  • Count the full effort for each assignee.

This choice affects how capacity is displayed for shared tasks.

Use Workload view in ClickUp to manage resources

Once you configure effort and capacity, you can start using Workload view in ClickUp to manage people and projects more efficiently.

Reassign and reschedule work

From the Workload timeline, you can drag and drop tasks to:

  • Move tasks to different dates
  • Reassign tasks to different people
  • Extend or shorten task durations

As you edit tasks, the Workload view in ClickUp updates in real time so you can immediately see capacity changes.

Filter and group your Workload

You can customize how information is displayed in Workload view.

  • Filter by status, priority, List, or tag.
  • Group by assignee, team, or custom fields.
  • Adjust the time range (day, week, or month).

These options help you focus on a specific group, such as a team, department, or project in ClickUp.

Tips for better capacity planning with ClickUp

  • Review Workload before each planning cycle to avoid overbooking.
  • Encourage team members to keep time estimates and Sprint Points up to date.
  • Adjust capacity when someone is on vacation or working reduced hours.
  • Use recurring tasks carefully; confirm that they don't push users over capacity in ClickUp.

Learn more about ClickUp Workload and capacity

For the full official documentation and the latest feature details, read the original Help Center article on measuring availability or capacity in Workload view on the ClickUp support site.

If you need expert implementation help, process design, or training around Workload, capacity management, or other productivity tools, you can also explore consulting options at Consultevo.

By configuring effort, capacity, and working days correctly, Workload view in ClickUp gives you a clear, real-time picture of who is available, what is at risk, and how to keep your projects properly staffed.

Need Help With ClickUp?

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