Team Overview shows your whole team's work in one grid. Each row is a process and each column is a team member, so you can see who has what, spot who's overloaded or behind, and move work around.
Use it to:
run daily huddles and workload reviews
spot overdue work and reassign it
check each team member's capacity
export your team's workload to Excel
Open Team Overview
Click Team Overview in the left-hand menu.
đĄ Set a default view so Team Overview always shows current work
Set the date range to Work Due > Dynamic and pick a range, such as This Week or Up to This Week. Dynamic ranges move with today's date, so you never have to change them.
Then save it as a view and tick Default. XBert opens it for you each time you log in.
đ Read more here: How To: Use Saved Views
How to read the grid
Each row is a process. The Total row along the bottom adds up all processes.
Each column is a team member. The Unassigned column shows work with no one assigned, and the Total column shows the whole team.
Each cell shows that team member's work in that process:
What you see | What it means |
X remaining and a progress bar | How much work is still to do |
Completed / total, e.g. 2 / 15 | How many items are done out of the total |
The number in the middle of the circle | Items still to do. The ring turns red when some of them are overdue |
Small red circle | Items that are overdue |
Small green circle | Items that are completed |
Green tick | Everything in that cell is completed |
Click any number in a circle to open those items on the Task List, filtered to that team member and process. From there you can reassign or reschedule them.
đ Read more here: Overview: Task List
Filter the grid
Use the header at the top of the page:
Filter | What it does |
Saved Views | Opens a view you've saved |
Date range | Chooses which date the work is filtered by, such as Work Due, and the period |
XBerts and Tasks icons | Show only XBerts, or only tasks |
Connect users and Client users icons | Show only your team, or only your clients' users |
Advanced Filters | Filter by process, client, client tag, assigned user, status, priority and more |
User Search | Find a team member |
Show Time (clock icon) | Shows time instead of item counts: time remaining, and committed time against estimated time. Only appears when Actual Time is on |
Hide Empty Rows And Columns (eye icon) | Hides processes and team members with no work |
đ Read more here: How To: Use the Date Range Selector
đ Read more here: How To: Use Estimated Time
Check your team's capacity
When the Capacity feature is on, each team member's column shows a capacity percentage. It shows how full their working hours are for the date range you've picked.
Green: within their target range
Red: over or under their target range, or over capacity on some days
A small red number beside the percentage shows how many days they're over capacity. Click it to see which days.
Hover over the percentage to see their target range.
â ď¸ The percentage only shows with Work Due
Set the date range to Work Due > Dynamic with any range except Today Onwards. Otherwise you'll see a dash (-) instead of a percentage.
If you see a dash, hover over it to see why:
Message | What to do |
Can only show capacity percent when filtered by Work Due | Change the date range to Work Due |
Could not calculate capacity percent because the date range is too large | Pick a range that ends within a year from today |
Could not calculate capacity percent | Pick a range that includes today |
Cannot calculate capacity percent for a user without capacity | Set this team member's working hours in Settings > Organisation > Capacity |
Cannot calculate capacity percent for a client console user | Capacity only applies to your team, not your clients' users |
đ Read more here: Capacity Management
đ Read more here: How To: Activate the Actual Time & Capacity Feature
Export to Excel
Pick the date range you want to export.
Click Actions at the top right.
Click Export to Excel.
The spreadsheet lists each team member and process with items Remaining, Overdue and Completed. If Show Time is on, it also includes Actual Time and Estimated Time.
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io