How to open the allocation for editing
Use either of these options. Both open the same allocation window:
Hover over the allocation and click the pencil icon.
Click the allocation to open its detail and click the pencil icon there.
Make your changes and click Update.
Editing repeated or group allocations
If the allocation repeats or is planned for several people, Allfred asks what you want to edit:
This allocation: only the one you clicked
This day, all users: all allocations from this group on the selected day
All occurrences: the whole series. Allfred then asks whether to update all allocations, including past ones, or only those from the date you opened.
⚠️ If you choose All, past allocations in the series are changed too. To keep past allocations unchanged, open the allocation on the date from which the change should apply and choose to update from that date.
You can recognize a group allocation by the icon of several people in front of its name. Allocations without this icon are planned for one person only.
What you can change
Task
You can change the task only if no time has been tracked on the allocation yet.
💡 Not sure yet what someone will work on? Some agencies create a placeholder task (e.g. "TBD") and plan capacity on it. Once they know the actual work, they switch the allocation to the right task. This works as long as no time has been tracked on it.
People and positions
You can add or remove people only in a single allocation, or when editing all occurrences of a repeated or group allocation. You can't add someone to just one occurrence.
Use + Add to add a person. Their position fills in automatically if they're already assigned to the task. Otherwise, select it yourself.
The position is required. Time tracked through the allocation is recorded under this position.
The duration is the same for everyone in the allocation. If people need different amounts of time, create separate allocations.
Duration or specific time
Set the duration in hours, or turn on Specific time to plan a time slot (from–to). An allocation can also have a duration of 0 minutes, for example if your team plans work in Planning but doesn't track time.
Date and repetition
Change the date or set the allocation to repeat daily, weekly, monthly or yearly. See How to set repetitions for capacity allocations in Planning.
Deadline
Set the deadline time and date. In a repeated allocation, the deadline is shown as a date on the days before it, and as a time on the deadline day itself.
Created by
The allocation color follows the profile color of its creator. You can change the creator, for example when you go on vacation and want your team to know which colleague to contact about the assignment.
Title and note
The title is mainly used with the calendar integration, where it becomes the name of the calendar event. The note is shown directly on the allocation in Planning, so it's a good place for a short description of the work.
Change the duration with drag and drop
To make an allocation longer or shorter, you don't need to open the edit window. Drag the bottom edge of the allocation up or down (in 15-minute steps) and confirm the change. Free capacity in the summary row updates automatically.
To move an allocation to another person or another day, drag and drop it there.
