Master Workload View in ClickUp

The Workload view in ClickUp helps you clearly see who is working on what, when they are working on it, and how much capacity each person has. By setting up Workload correctly, you can prevent burnout, identify gaps, and assign tasks more effectively across your team.

This how-to guide walks you through creating, configuring, and using Workload view so you can manage resources with confidence.

What the ClickUp Workload View Does

The Workload view in ClickUp is designed to show how work is distributed across your team over time. It allows you to visualize availability and quickly adjust assignments when someone has too much or too little to do.

With this view you can:

See tasks grouped by assignee, workload type, or task count.
Review capacity by day, week, or month.
Understand when a person or resource is over, under, or at capacity.
Drag and drop tasks to rebalance work instantly.

You can create Workload views on Lists, Folders, or Spaces, depending on how wide you want the resource overview to be.

How to Create a Workload View in ClickUp

Follow these steps to add a Workload view anywhere you manage your tasks in ClickUp.

Open the List, Folder, or Space where you want to review workloads.
Click the + View button in the views bar.
From the view options, select Workload.
Choose whether the view should be Private or visible to your entire Workspace, depending on your access needs.
Click Add View to create it.

After you create it, the Workload view opens with default settings that you can customize for your team.

Understand Capacity in ClickUp Workload

Capacity is the maximum amount of work a person or resource can handle in a specific time period. Workload view in ClickUp uses capacity to show if someone is overloaded or underutilized.

You can manage capacity in three primary ways:

Tasks: Number of tasks assigned.
Time estimates: Estimated hours or minutes.
Sprint points: Point-based effort systems for agile teams.

The capacity setting is shown at the top of each assignee’s column or row for the chosen time period.

Set Capacity by Task Count

To manage workloads by the number of tasks, configure Workload view to use task count as the workload type. This is useful when tasks are roughly similar in effort.

Open your Workload view.
Click the Workload Settings icon (often represented by a gear or settings menu).
Under Workload type, choose Tasks.
Set the maximum number of tasks per person for your chosen period, such as per day or per week.

When people exceed this task limit, they appear over capacity, making it easier to decide where to reassign work.

Set Capacity by Time Estimates in ClickUp

If you estimate tasks using time, Workload view in ClickUp can measure capacity in minutes or hours. This is ideal for teams that track detailed estimates for each assignment.

Open your Workload view.
Go to Workload Settings.
Select Time Estimates as the workload type.
Define capacities, such as eight hours per day, based on your team’s availability.

The Workload view then sums the time estimates of all tasks in a given period, letting you see whether someone has room for more work.

Use Sprint Points for Agile Capacity

Agile teams that rely on points can use the Workload view in ClickUp with Sprint points. This aligns Workload capacity with your existing agile estimation system.

Enable Sprint points in your Workspace if they are not already in use.
Open your Workload view and access Workload Settings.
Select Sprint Points as the workload type.
Set the maximum points per assignee for each Sprint period.

Workload then displays the total points assigned to each person, highlighting when someone exceeds their point capacity.

How to Read the ClickUp Workload View

The Workload view in ClickUp is time-based, showing tasks along a calendar-style timeline. Each assignee or resource appears as a row (or column), and tasks appear in the appropriate time period.

Key elements include:

Assignee lanes: Each row or column represents a person or custom resource field.
Capacity bar: A bar or value indicating total capacity per time unit.
Used capacity: The amount of work already assigned, depending on the workload type.
Color indicators: Colors or indicators that show when someone is under, at, or over capacity.

You can hover over items to see total load, individual tasks, and more details about the time period.

Adjust Tasks in ClickUp Workload View

Rebalancing work in the Workload view in ClickUp is visual and interactive. You can drag tasks to different days or reassign them to different people while immediately seeing the capacity impact.

Reschedule Tasks on the Timeline

To move a task to a different time period:

Hover over the task within the Workload timeline.
Click and hold the task bar.
Drag it left or right to change the start or due date, depending on how your date settings are configured.
Release the mouse to drop it into the new date.

The Workload view recalculates capacity in real time so you can see if the change solves or creates conflicts.

Reassign Tasks Between People in ClickUp

To reassign work in ClickUp directly from the Workload view:

Find the task in the current assignee’s lane.
Drag the task bar vertically to another person’s lane.
Drop the task onto the new assignee.

The task’s assignee field updates automatically, and capacity for both people refreshes to reflect the new distribution.

Customize the ClickUp Workload View

To get the most value from Workload, configure the view to match your team’s process in ClickUp.

Change Time Scale and Grouping

The time scale controls how much of the schedule you see at once. You can:

Switch between daily, weekly, or monthly views.
Zoom in to focus on a shorter period.
Zoom out for a broader overview.

Workload can also be grouped by:

Assignee: The most common setting for team capacity.
Custom fields: Such as locations, teams, or resources, depending on your Workspace configuration.

Choose the grouping that best represents how you allocate work in ClickUp.

Filter Tasks in Workload

Filters help you focus on specific types of work in Workload view. You can filter by:

Status, such as open or in progress tasks.
List, Folder, or Space.
Priority or tags.
Custom fields relevant to your setup.

Apply filters to temporarily refine what appears without changing your underlying tasks in ClickUp.

Save View Settings for Your Team

Once you configure Workload view in ClickUp the way you like, you can save it as the default for that location. This ensures everyone sees the same resource picture when opening the view.

Adjust grouping, filters, and workload type.
Click the view menu (three dots or similar control).
Select Save view or a comparable option available in your Workspace.

Your team will now share a consistent way of reviewing workloads.

Best Practices for Using Workload in ClickUp

To keep Workload reliable and actionable in ClickUp, consider these practices:

Ensure every task has accurate dates that reflect when work will occur.
Use estimates or points consistently across tasks, not just on a few.
Review Workload regularly, such as at the start and end of each week.
Rebalance assignments whenever someone appears significantly over capacity.
Combine Workload with other views to understand both progress and distribution.

Reliable inputs produce trustworthy capacity readings, which help you schedule work realistically.

More Help and Resources

You can read the official instructions for Workload view in ClickUp on the product help center here: Use Workload view in ClickUp.

For broader workflow and process optimization that complements how you manage tasks in ClickUp, you can explore additional guidance at Consultevo.

With Workload view properly configured and maintained in ClickUp, your team can stay aligned, avoid overload, and deliver work on a realistic schedule.

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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