Workload
The Workload tab in the Resources module in Content Marketing Platform (CMP) displays each team member's assigned steps in a heatmap grid, giving you a visual signal of who is over capacity, on track, or has available bandwidth. Use it to identify workload imbalances before they affect your team's output.
For an overview of the Resources module and its prerequisites, see Resource management.
How steps display in the workload
For a step to display in the Workload tab, it must have all of the following:
- An assignee (an individual team member, not a team)
- A due date
- An estimated total hours value
The due date determines which week the step displays in. If a team member has three steps all due in the same week, the heatmap shows the sum of their estimated hours in that week's cell.
Weekly capacity
Weekly capacity is the number of available working hours for a person in a given week. Full-time employees default to 40 hours per week. Part-time workers are tracked based on their configured schedule. Capacity is configured per user in CMP Settings > Availability.
When a team member logs time off in CMP Settings, their capacity is reduced for that week. For example, a full-time employee who logs eight hours of time off shows a capacity of 32 hours that week. If steps totaling 40 hours are still due that week, the heatmap cell turns red, even though the People column still displays their baseline capacity of 40 hours.
To see time-off details in context, go to the Planner tab.
Read the heatmap
Each cell represents one team member's total estimated hours for a given week, color-coded by how much of their capacity is used. The system calculates utilization using the following formula:
Utilization % = Planned Hours ÷ (Weekly Capacity − Time Off) × 100
Use the following color signals to spot the employees who need attention and who have room for more work:
- Red (above the over-capacity limit) − Overcapacity, more work assigned than available hours. The default limit is 100%. Review and redistribute steps.
- Gray (between the limits) − On track, the team is well-utilized. No immediate action necessary.
- Green (below the under-capacity limit) − Undercapacity, available bandwidth exists. The default limit is 60%. Consider assigning additional work.
- Gray striped (full week out of office) − The team member has logged time off for the entire week. View time-off details in the Planner tab.
Administrators set the limits in Capacity Setting. For instructions, see Set the capacity limits.
The Workload tab rounds displayed hours to the nearest whole hour. Hover over a cell to see the exact value in the tooltip.
Set the capacity limits
Administrators set the utilization percentages that determine when a team member is flagged as under capacity or over capacity. The limits apply to Workload cells, Planner card backgrounds, and Planner user workload badges.
To set the capacity limits:
- Go to Settings > Organization.
- Open the Resource Management tab.
- Click Edit under Capacity Setting.
- Enter a whole number from 0 to 100 in Flag as under-capacity when workload is below and Flag as over-capacity when workload is above.
- Click Save.
Note
The under-capacity limit cannot be higher than the over-capacity limit.
Navigate the heatmap
Set a date range
- Click the date range field at the top of the heatmap.
- In the date picker, choose a preset range or set a custom range:
- Preset options – Click Today, This week, This month, This quarter, Next week, Next month, or Next quarter.
- Custom – Click Custom, then select a start date and end date from the calendar (for example, Apr 1 – Apr 30, 2026). The heatmap updates to display the selected range.
- Select Today to return the heatmap to the current date.
Change the zoom level
- Open the Zoom drop-down list in the upper-right area of the heatmap.
- Select a zoom level between Day, Week, Month, or Quarter. The heatmap columns update to reflect the selected bucket size. Week is the default.
Open a step in Planner
Click any cell in the heatmap to open the Planner tab filtered to that team member and week. Use this to see which specific steps are driving their workload.
Navigate team members
The People list is paginated. Use the page controls at the bottom of the tab to move between pages, and the Page Size drop-down list to control how many team members are shown per page.
Filter, save, and reuse views
See Resource management for information on filtering, saving, and applying a saved view on your Workload tab.
Identify and act on overcapacity
- Open the Workload tab.
- Scan the heatmap for red cells, which indicate team members above the over-capacity limit (100% by default).
- Click a red cell to open the Planner tab for that team member and week.
- In the Planner, review the step cards to identify which steps are contributing to the overload, then reassign or adjust due dates as needed. For instructions, see Planner tab.