Purpose
To provide visibility into the volume of open subtasks assigned to staff across clients, categorized by status and spread over weekly due dates (covering the past 30 days and the next 60 days). This report ensures that task workloads are evenly distributed, upcoming deadlines are clear, and overdue subtasks are quickly identified.
Visualization Type | Pivot Table |
Liveboard | Capacity Dashboard |
Tab | Subtasks |
Function | Capcity |
| Includes Excludes |
Need-to-know Glossary of Terms
Task Status - Current state of a task within a workflow (e.g. not started, in progress, with client, completed, etc.)
Task Due Date - Date a task is due.
Task Assignee - Team member assigned to the task.
Subtask Count - Number of subtasks.
Subtask Status - Current state of a subtask within a workflow (e.g. not started, in progress, with client, completed, etc.).
Subtask Assignee - Team member assigned to the subtask.
Client Name - If a display name exists, that will be the primary search term. If there is no display name, first and last name will be displayed.
Due Date formula - Calculated by displaying the subtask due ate if it exists. If not, then it displays the task due date.
ifnull ( Subtask Due Date , Task Due Date )Client Name, Subtask Name formula - Displays the client name followed by the subtask name in one cell.
concat ( Client Name , Subtask Name )
Report Structure Overview
Subtask Status filter - Filtered to exclude completed subtasks
Task Status filter - Filtered to exclude completed tasks
Subtask Due Date filter - Filtered to capture the last 30 days and the next 60 days
Row - Subtask Assignee
Expanded Row Level 2- Subtask Status
Expanded Row Level 3 - Client Name, Subtask Name
Grand Total - Total for each row.
Suggested Modifications
Want to expand all rows in a level at the same time?
1. Navigate to one of the values in a row and right-click on the name.
2. Midway down, you’ll see an option for Expand this level.
3. When you click that, it will expand all rows in that level.
4. It would be the same process to Collapse all rows in a level.
Primary Use Case Scenario
This report is reviewed by Team Leads during weekly staff meetings to track how many subtasks are currently open for each staff member. It also allows for clear visibility into overdue subtasks and forecasting by seeing what subtasks are due in the upcoming 60 days.
Actionable Insights
Managers can instantly see which staff members are carrying the most open subtasks and prioritize follow-ups for overdue subtasks. This report can also be used to allow leadership to communicate with clients on potential delays and reallocate resources if necessary.