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Creating Varying Weekly Hours for Utilization Based on Time of Year

  • December 20, 2024
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Hello,

Our team has reduced available hours in the summer, and I'm trying to figure how to represent this when using the Utilization summary in Timeline view so that their Available Hours are reduced during a set start and end date. Thank you!

Best answer by LetAtuomate48

hmm.. so here's the thing

Airtable's Timeline view's "Utilization" function calculates resource allocation based on time tracked or assigned within a date range, it does not have a built-in feature to adjust available hours based on date ranges. There is no direct setting to input a "reduced hours" schedule that the Timeline view automatically recognizes for resource utilization calculations.

 

Potential Solution

Create a Formula field that adjusts the "Available Hours" based on the summer hours table you created. This formula will check if the date of the task is within the summer period and if it is, will use the reduced hours, otherwise it will use standard available hours.

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  • LetAtuomate48
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  • December 21, 2024

hmm.. so here's the thing

Airtable's Timeline view's "Utilization" function calculates resource allocation based on time tracked or assigned within a date range, it does not have a built-in feature to adjust available hours based on date ranges. There is no direct setting to input a "reduced hours" schedule that the Timeline view automatically recognizes for resource utilization calculations.

 

Potential Solution

Create a Formula field that adjusts the "Available Hours" based on the summer hours table you created. This formula will check if the date of the task is within the summer period and if it is, will use the reduced hours, otherwise it will use standard available hours.

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    matthewnemethy
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  • matthewnemethy
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  • December 30, 2024
LetAtuomate48 wrote:

hmm.. so here's the thing

Airtable's Timeline view's "Utilization" function calculates resource allocation based on time tracked or assigned within a date range, it does not have a built-in feature to adjust available hours based on date ranges. There is no direct setting to input a "reduced hours" schedule that the Timeline view automatically recognizes for resource utilization calculations.

 

Potential Solution

Create a Formula field that adjusts the "Available Hours" based on the summer hours table you created. This formula will check if the date of the task is within the summer period and if it is, will use the reduced hours, otherwise it will use standard available hours.


Thank you @LetAtuomate48; I've been working on this and have two questions as a follow-up if you have thoughts:

  • How would I handle tasks that start in the non-summer period and end in the summer period and an assignee would then have variable weekly availability over the duration of that task?
  • Where would the above formula live? I have a Projects, Tasks, Assignee (where the Weekly Available Hours field lives, which isn't accurate since it's a static value and doesn't vary based on time of year) and a Days Off Base. The Utilization view on the Timeline is on the Projects tab; is there a way in the utilization view to check per project and assignee, and calculate the appropriate Weekly Available Hours to use when calculating availability, based on time of year? 

I had a thought to an alternative approach, which was to create a weekly holiday during the summer period which lasts for four hours, which would then reduce everyone's available hours calculated in the Utilization view appropriately, but I haven't been able to figure out how to represent half-day holidays as they seem to only be calculated as full days in AirTable, if that's another viable approach.

Thanks again for your thoughts.

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