A capacity allocation reserves time for working on a specific task. Think of it as a time block in your calendar. You create allocations in the Planning section, where you can see how busy each person is, what they are working on and whether they have free capacity.
Each allocation is always linked to a task, because time tracking in Allfred is task-based. This means:
➡️ You can't create an allocation without selecting a task.
➡️ Time tracked via the allocation is recorded under that task.
How to create a new capacity allocation?
Go to the Planning section.
Click the "+ Allocate Capacity" button.
Choose the allocation type: Task, Meeting, Time off or Home office. For time off and home office, see How to plan Time-offs, Vacation, Doctor or Home office?
Select the task you are creating capacity for. You have two options:
a) Search for the task by name in the Task field. This is the fastest way if you know the exact name. Allfred automatically recognizes the related project and budget item.
b) Narrow it down step by step. This helps if you're not sure about the exact name or have many similar tasks (e.g. "Monthly Report"):Select the project.
Select the budget item within that project.
Pick the task from the narrowed-down list.
⚠️ The step-by-step option (b) is available only to users with the Managing Director, CFO or Admin role. Other roles have limited access to projects, so they see a single Task field and need to search for the task by name.
Assign people and set the duration. In Assignees, choose Users, Team or All. For each person, set the duration (in hours) and their position. Use + Add to add more people. To plan a specific time slot (from–to) instead of a number of hours, turn on Specific time.
Select the date. Allfred pre-fills the date currently selected in Planning. You can also set the allocation to repeat daily, weekly, monthly or yearly. See How to set repetitions for capacity allocations in Planning.
Set a deadline (time and date) if needed.
Change the creator of the allocation if needed. The allocation color follows the creator's profile color. Changing the creator is useful when you create capacity on someone else's behalf, or when you're going on vacation and want people to know who to contact about the assignment.
Optionally, add a title. The title is mainly used with the calendar integration, where it becomes the name of the calendar event. You can also use it without the integration whenever you need an extra line or a specific name on the allocation.
Optionally, add a note, such as a short description of the assignment. The note is visible directly on the allocation in Planning.
Check the summary at the bottom of the window. Total allocated hours shows the total planned time for all people and occurrences. Left to allocate shows how many of the task's budgeted hours are still available. Then click Create.
💡 The only required fields are the task, the person, their position and the duration. Title, note and deadline are optional.
What if I need to plan capacity for a task that doesn't exist yet?
Use the "+ Create Task" button in the allocation window to create a new task on the spot. For more details, see How to create a new Task or Subtask.
How can I plan team capacity?
In the Assignees section, choose the Team option and select the team from the list. Then you have two options:
Assign users to task: all users from the selected team are assigned to the task, including newly added users. Tracked hours are recorded separately for each assigned user.
Don't assign users to task: the people assigned to the task stay unchanged. If a user who isn't assigned to the task completes the allocation, their hours are recorded as "Tracked by unassigned users."
If some users in the team aren't assigned to the task yet, you need to add their positions. Their time will be tracked under these positions.
💡 Want to plan for only part of a team? Select the team, check Assign users to task to list all its members, and then remove the people you don't need.
⚠️ The duration is the same for everyone in a team allocation. If people need different amounts of time, create separate allocations.
