Allfred's Planning is designed to enhance productivity and planning in your agency. With intuitive views for both individual and team capacities and an in-depth overview of tracked time, Allfred ensures that your creative team can focus on what they do best while you handle the logistics seamlessly. Let's dive deeper into key features:
Detailed Allocation Management
Efficiently plan your team's workload and your own tasks with Allfred's capacity allocation feature. Set up allocations for tasks, meetings, time-offs and home office days, ensuring that every aspect of your schedule is well organized. You can create both repetitive and team allocations, and add a title, a note, meeting links or a precise deadline.
Each allocation shows the most important information at a glance:
First line: the project code and name (e.g. DELL-001 – Campaign)
Second line: the task and, in brackets, its budget item (e.g. Initial Works (Radio))
Duration and time slot in the bottom right corner (e.g. 1:20 and 14:40 – 16:00)
Note, if one was added (e.g. LUNCH)
An icon of several people in front of the name means that the allocation is planned for several team members (a team or group allocation).
When you hover over or click an allocation, you'll see these actions:
✏️ Edit: change the allocation details, such as the task, people, date or duration. To duplicate or delete an allocation, click it to open its detail.
✔️ Complete: mark the allocation as done and record the planned time as tracked time. Completing an allocation doesn't close the task or change its status.
⏱️ Track time: record time spent on the allocation manually.
▶️ Play: start the timer for the allocation. You can track time only on your own allocations.
Open task: open the task detail next to Planning, where you can see the task's assignees, tracked time, budget, description and more.
For step-by-step instructions, see How to plan capacity? and Work with capacity allocations: edit, track time, duplicate, delete.
My Week vs. Team View
You can switch between two views in Planning.
My Week
Shows your own capacity allocations for the whole week. Days are displayed in columns, so you get a clear overview of your week. Use the calendar to switch to any week, so you can prepare your capacity well in advance.
Team View
Shows the capacity of your whole team. People are displayed in columns and days in rows, so you can see at a glance who is busy and who has free capacity.
Search, team selection and filters
Search: find people by name, position or team.
Team selection: show one team or several teams at once.
Filters: narrow down what you see in Planning:
Position: people with a specific position
Type: time-offs, meeting allocations, task allocations or home office
Priority: allocations for tasks with a specific priority (e.g. only urgent tasks)
Client / Brand: allocations for tasks under a specific client or brand
User: specific people
Creator: allocations created by a specific person
💡 You can also change the order of people in Planning. See How to change the order of people in Planning.
Capacity Overview
Allfred smartly indicates if users are overplanned, at their max capacity, or available for more tasks. We know that every minute counts in the creative world, so you can plan and track your members' capacities down to the minute.
At the top of each person's day, a summary row shows:
Free: the remaining capacity for planning. It is calculated as the person's daily capacity minus all planned allocations, including time-offs. Tracked time doesn't affect it.
Tracked / daily capacity (next to the stopwatch icon): the number before the slash is the time tracked that day from anywhere in Allfred, the number after the slash is the person's daily capacity.
Example: A person has a daily capacity of 7:00 and two allocations that day: a 0:30 time-off and a 1:20 task. The summary row shows 5:10 free (7:00 − 0:30 − 1:20). Their tracked time is 0:00 out of 7:00.
If you have a higher role (e.g. Managing Director), a pencil icon appears in the summary row. It takes you to the user's settings, where you can change their daily capacity. Other roles don't have access, because user settings include internal data such as the internal hourly rate.
Display of Non-Working Days
Public holidays and weekends are now displayed grey; you can also plan capacities for these off days if needed.
Total tracked time overview
Tracked time for each day is shown in the summary row next to the stopwatch icon, compared to the person's daily capacity. Click the stopwatch to open an overview of all hours tracked that day.
In the overview, time entries tracked via allocations in Planning are marked with a calendar icon. Time entries recorded with a timer or in the Time section are marked with a clock icon.
Who can create, edit, or view allocations in Planning?
By default, all roles can see the Planning section and also create and edit capacity allocations.
If you need to restrict this - for example, so that creative team members can only view allocations and track their own time (no editing, no creating allocations for others) - this currently requires a custom role setup. Contact Allfred support to configure this for your workspace.
If you can't create or edit allocations, your workspace may use custom role settings. In that case, contact your workspace admin.
Can I integrate an external HR/time tracking tool with Allfred Planning?
Allfred supports an integration with the HR tool Timetastic, which manages all types of time tracking (not just time-offs). When the Timetastic integration is active, time-offs are managed in Timetastic and can't be created directly in Allfred Planning.
This integration is set up on request - if you're interested in connecting Timetastic (or discussing another HR/absence management tool) with your Allfred workspace, contact Allfred support.