Create and assign

Capacity check: why someone shows 0h free

Who can use thisMembers and Super Admins

Permissions you need

View tasksCreate tasksAssign tasks to others

Set by your workspace admin. If you cannot do this, ask them for access.

When you pick an assignee, the app compares your task with that person's free hours: working hours, minus meetings, leave and holidays, minus work they already accepted.

If nobody has enough room, the Assignee step says so.
No one can finish by this deadline
On this screen
- Red banner – No one can finish by this deadline. Everyone is over capacity in that window.
- Not available – the people who cannot fit it, each with 0h free and a load of 200% if assigned.
- Summary line – tap the pencil to change the hours or dates.
Tap the pencil next to the hours and dates to try a later deadline or fewer hours.
Edit effort and timeline
On this screen
- Estimated effort – hours the task needs.
- Expected start and Deadline – move the deadline later to widen the window.
- Apply – recalculates every person's free hours.

When it is not about the deadline

If everyone shows 0h free even for a long deadline, the workspace probably has no working hours set. Capacity cannot be worked out without them. A Super Admin fixes this in Set working hours.

Overloading someone on purpose

You can still send a task that would take someone past 100%.

Pick someone who shows a red load, then go to Review & send. A warning appears.
Assignee is over capacity
On this screen
- Assignee is over capacity – says the task would push the person over 100%, and by how much (here ~188%).
- Cancel – go back and pick someone else, or change the hours.
- Assign anyway – sends the proposal as it is. The app records that the overload was chosen on purpose.
- Review behind the warning – the person's load shows in red as Over capacity.
After Assign anyway, the proposal is sent and a confirmation appears.
Proposal sent
On this screen
- Proposal sent – The assignee has been notified.
- Inbox → Assigned by me – the task is at the top, marked To the person.

Partner workspaces

People in a partner workspace show a note that their capacity is managed in their own workspace, so no capacity check is made for them.

Last updated 2026-10-23