Resources
A cross-portfolio resource intelligence hub. Monitor utilisation, spot overallocations, and plan capacity for every team member, across all active projects, from a single, unified view.
The Resources tab in the Executive Dashboard aggregates resource data from every project in your portfolio into one place. Unlike the per-project Team page, which shows capacity for a single initiative, this tab lets executives and resource managers compare workloads across the entire organisation, identify who is overcommitted, and model future allocation before making staffing decisions.
Overall View
The default Overall View shows every workspace member as a row. At a glance you can see each person's department, job title, current utilisation percentage, location, and the number of active projects they are assigned to.
The toolbar on the right includes a toggle to switch all values between hours and cost, a icon to change the view mode, an Overall mode selector, a icon for exporting reports, and a icon for the vacation calendar. Both features are described in detail below.
Expanded member row
Clicking the eye icon or anywhere on a member row expands it to reveal four summary cards and a per-project breakdown table:
- Projects assigned: total number of projects this person is currently a team member of.
- Current utilisation: the aggregated allocation percentage across all active projects for the current period.
- Total Actuals: time already logged across every project, in hours.
- Total Forecast: remaining planned hours across all projects combined.
The inline project table lists each project with its individual utilisation, actuals, and forecast so you can see exactly where a person's time is going. Each value is a pill-style chip you can click to drill through to the project.
Columns explained
| Column | What it shows |
|---|---|
| Member | Name and email address of the workspace member. |
| Team / Dept | The department or team group this person belongs to, set in their profile. |
| Title | Job title as configured in the member's profile. |
| Location | Office or city. Useful when managing distributed teams across time zones. |
| Utilisation | Aggregated current allocation across all projects. Green = under 100 %, amber = at 100 %, red = over 100 %. |
| Projects | Total number of projects the member is actively assigned to. Click the eye icon to expand details. |
Utilisation detail popup
Clicking the utilisation chip on any member row opens the Utilization popup, which shows a full calendar and line chart combining that person's allocation across all the projects they are involved in. The calendar highlights days colour-coded by utilisation range, and the line chart plots daily utilisation over time, making spikes and gaps immediately visible. Use the month navigation arrows to step backwards or forwards, and toggle between hours and percentage with the % and clock icons at the top.
Per-project actuals and forecast detail
Within the expanded member row, each project line shows Actuals and Forecast values as clickable chips. Clicking a chip on a specific project row opens a focused detail view for that resource on that project only, so you can see exactly how hours are distributed at the project level rather than across the whole portfolio.
Reports
The report icon in the toolbar opens a menu with four export options:
- Resource Effort (per project) Report: shows each resource's effort broken down by project, ideal for billing and cross-project capacity reviews.
- Resource Effort Report: a flat view of effort per resource across the selected period.
- Timesheet Custom entries report: exports timesheet entries with custom fields for use in payroll or external reporting tools.
- Overdue Timesheets: lists all members with timesheets not submitted or approved past their due date.
Vacation calendar
The calendar icon at the far right of the toolbar opens the vacation calendar, which shows all approved absences and time-off across the entire team in a monthly calendar view. This lets resource managers cross-reference allocation plans with leave schedules before assigning work, avoiding the common mistake of planning tasks on days when key team members are unavailable.
Timeline View Modes
Switch from the Overall View into a timeline to see utilisation distributed across days, weeks, months, or the full year. Three timeline view modes are available via the view switcher in the top-right toolbar.
Monthly Allocation
The Monthly Allocation view spreads the current month across columns, one column per day. Each cell in a member's row shows their utilisation percentage for that day, colour-coded so overloaded days stand out immediately.
Use the ‹ › arrows flanking the month label to navigate backwards or forwards. The three toggle labels on the right (Capacity, Demand, Overlay) switch the data layer displayed in the cells:
- Capacity: shows available capacity hours per day based on each member's working schedule.
- Demand: shows the hours currently planned (assigned) for each day.
- Overlay: the default; shows utilisation as a percentage of capacity, making over- and under-allocation immediately visible.
Yearly Allocation
The Yearly Allocation view shows the entire selected year at a glance, with each month broken into individual working days. Each row is split by day of the week (Mon–Fri), and each cell represents a single day's allocation. The member header on the right shows their average utilisation across the year and total project count.
This view is particularly useful for identifying seasonal capacity patterns, for example, a resource who is consistently overloaded in Q1 each year, or a period of low utilisation in summer that could absorb a new initiative. Use the year navigation arrows to compare past or future years.
Allocation Gantt
The Allocation Gantt view shows each member as a row with their project task bars plotted across a multi-year timeline. Quarter and year markers provide the horizontal scale. Expand any member row with the › arrow to see their individual task bars labelled with project names and completion percentages.
The Gantt view is ideal for planning: you can see at a glance which members have free periods in the timeline, making it easy to schedule new work without creating conflicts. Bars represent actual task assignments pulled from each project's schedule, so the data is always live.
Search and Filtering
All view modes share the same search and filter toolbar at the top of the Resources tab.
- Search by name: type any part of a name or email to instantly narrow the list to matching members across all views.
- Filter opens an advanced filter panel. You can narrow by department, team, location, job title, project, or utilisation range. Selecting a portfolio scopes the entire view to projects within that portfolio, the same way filtering works on the Executive Dashboard Projects tab. Multiple filters stack with AND logic.
- Modeling opens the Resource Modeling tool, which lets you run what-if scenarios by temporarily adjusting allocations or adding hypothetical resources, without changing any live project data. See Resource Modeling below.
Utilisation Colour Coding
Completix uses a consistent three-colour system for utilisation across all Resources views, making capacity issues immediately visible without needing to read numbers:
| Colour | Range | Meaning |
|---|---|---|
| ● Green | 1 %, 99 % | Under capacity. The member has available headroom for additional work. |
| ● Amber | 100 % | Fully booked. The member is allocated at exactly their working capacity, no room for additional tasks without overloading them. |
| ● Red | 101 % + | Overallocated. Total assigned hours across all projects exceed the member's available working hours for that period. Action is required, either redistribute tasks or extend the timeline. |
| ● No data | 0 % | No allocation recorded. Default colour is blank, but a custom colour can be assigned in Site Settings to make completely unallocated members visually distinct. |
Resource Modeling
The Modeling button opens a what-if simulation mode that lets you explore allocation scenarios without touching live project data. Use it to answer questions like "if we start Project X next month, which team members can absorb the work?" before making any commitment.
- Add hypothetical allocations for existing or new team members across any date range.
- Temporarily adjust existing allocations to test rebalancing options.
- All changes in Modeling mode are session-only, nothing is saved or applied to live projects unless you explicitly promote the model.
- Colour coding updates in real time as you adjust allocations, so you can see overallocation risks emerge immediately.
