How To: How do I use the project planning?

Teamleader’s project planning module offers a high level overview of all current active projects. It allows you to make sure projects are delivered on time and to schedule your co-workers agenda.

Who’s it for?


The module is mostly meant for the project manager or project planner in your company. He or she will be able to schedule tasks on the free slots of his team members’ calendar. From then on, it’s up to the individual team member to make sure the task gets done.

Of course anyone in the company wanting to see a high level overview can consult the project planning (e.g. the CEO or project owner).


Service providing companies such as web or technical agencies will benefit most from this module. Also construction companies who have to send out a lot of technicians will be able to use this planning frequently.

How does it work?

The project planning module is in direct liaison with the projects module. All active projects will be synced to the project planning. Because everyone handles projects differently, no project planning will look the same. But it will look something similar to this:

What we see at first is this:


The project planning module makes a distinction between projects and people.

The ‘Projects’ tab gives you an overview of all active projects that quickly shows the status of different projects. A red mark indicates one or more milestones are overdue. A green mark indicates the project will be finished in time. It does not however tell you anything about the people working on the project.

That’s what the ‘People’ tab is for. This tab shows you if your co-workers or team members still have some time to work on tasks or if they are overplanned.

This allows you to quickly intervene when necessary. It keeps both your customers and your co-workers happy!

Project details

In the Projects tab, you can click open a project to see who is participating. It also shows you if they are already working on the project (green or orange), if they have some spare time (white space) or if they are already working on other tasks for other projects or non-project related (grey).

The same goes for the People tab, but the other way around: when you click open a name of a co-worker, it shows you the projects he’s working on and how much time per project he is spending.

Planning tasks

Both in the Projects and in the People tab, you can plan the tasks related to a project. Next to the name of the project or the co-worker, you find a list symbol. If you click it, a screen on the right hand side appears, showing either all the tasks linked to a certain project (project tab) or all the tasks assigned to a co-worker (people tab).

Click & drag

Now you can easily click and drag those tasks to the right day on the planning of a co-worker. It’s even possible to plan over multiple days, if a task takes up more time than the day schedule of that co-worker.

For example, if I want to plan a task of 16 hours but a working day only counts 8 hours, Teamleader will propose to plan it over the course of 2 days (or more, depending on the availability). However, I can overrule this and plan the complete task on one day. This will lead to the overplanning of a co-worker though.

In the Calendar

After you’ve planned all the tasks to your liking, it’s up to your team members themselves to actually schedule the tasks in their planning on their free timeslots. When he or she goes to their day view, they’ll see their “to-do’s” for this day.

All tasks related to the projects they’re working on and that have been planned by the project planner will be visible in here. Your team member has the possibility to check them off immediately, or to click and drag them into his day schedule.


There are some symbols and colors to be aware of in this module. Here’s an overview:

Project traffic lights:

Green: you're completely on track with your project. No milestones are overdue and nothing is overplanned.

Red: you have an issue somewhere. One or more milestones are overdue and haven't been finished in time. In the project details, you'll see a red flag as well.

Project detail:

White: there's still room for tasks on this day.
Gray: there's already something planned on this day that is not related to the project you're currently looking at.

Green: you've planned a task related to the project on this day, but without overplanning anything.
Orange: a task was planned in the schedule of the co-worker, but it takes up more time than he or she actually has left on that day.

Taks list:

Next to the project name as well as the name of a co-worker you'll see a symbol of a list. Clicking this will open the entire task list of the project or the list of the tasks linked to a co-worker respectively.

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