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Klokka extension

Before assigning, see who has room

A new job comes in and the question is always the same: who can do it this week? Team workload answers with a grid: one row per person, one column per day, and in each cell the hours already committed against the workable ones. A colour shows at once who has room, who is nearly full and who has more work than hours.

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The hours one can work, against those already promised

Workable hours come from Klokka: each person’s contract, company closure days, approved leave, the unavailability of external collaborators. Committed work comes from Projekta — appointments placed in the plan and estimates of open tasks — and from commitments in the Kalendo calendar. Klokka does not redo the sum: it asks Projekta, which is why the extension requires Projekta to be active. The grid shows everyone’s hours and absences, so only administrators and those with the “Reports on every user” privilege see it; of absences you only see that the hours are fewer that day, never the reason, and a task in a project the viewer cannot see weighs in the hours but stays untitled.

How it works

  1. Choose the period

    From “Workload”, one, two or four weeks starting on Monday; scroll forwards and back.

  2. Read the grid

    Each cell says how many hours are committed out of how many workable, in the colour of its band; the total sums the period per person.

  3. Open the day

    A click on the cell shows what fills that day: appointments, task estimates, commitments. A task opens in Klokka, even for those who do not use Projekta.

Work is shared out by looking at free hours, not at who answers first.

What you can do

  • Person by day

    Four states per cell: has room, nearly full, more work than hours, not working. You see at a glance where work piles up.

  • Absences already deducted

    Contract, company closures, approved leave: someone who is away does not look free just because their calendar is empty.

  • Three sources of work

    Appointments placed in the Projekta plan, estimates of tasks still open, commitments in the Kalendo calendar.

  • Visibility respected

    Tasks in restricted projects count in the hours but appear as “Task in a project you can’t see”: the workload is right, the titles stay where they belong.

  • It says when a piece is missing

    If Kalendo does not respond, the grid is there without the commitments, and the page says so. If Projekta or the workable hours are missing, the grid is not shown half-done.

Frequently asked questions

Is Projekta needed?

Yes. Projekta calculates the grid and Klokka shows it: without Projekta active for the company, the extension has nowhere to get the data from. Whoever looks at the workload, however, does not need to use Projekta.

Who sees it?

Administrators and those whose user type has the “Reports on every user” privilege, because it shows everyone’s hours and absences. Others see neither the menu item nor the data.

How is it activated?

It is a separate extension: it starts switched off and Kamzan turns it on at the company’s request. When off, the “Workload” item is not there and the rest of Klokka does not change.

Is it different from the Capacity planner?

Yes. The Capacity planner, part of the External collaborators extension, shows week by week the unavailability declared by collaborators. Team workload sets everyone’s free hours against the work already planned.

The other Klokka features

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