Summary
Forecasted time/work (e.g. an upcoming project requiring 10 hours of work) is recorded in Planhat using the Scheduled Time model
Utilization Tables display percentage utilization for Users for your choice of time periods. While Utilization Tables were originally designed for Time Entries (historical time data), you can now alternatively choose to base them on Scheduled Time (forecasted time data)
"Resource Allocation" is a pre-built (yet customizable) Page type that makes it easy to assign upcoming work (Scheduled Time) to the most appropriate User
In "Capacity planning" within the "Settings" Global Tool, you can customize some elements relating to Scheduled Time, Utilization Tables and the Resource Allocation Page
In Workflows, as well as the standard UI, you can view tasks (including groups and dependencies) in a Gantt display - great for project management
Who is this article for?
All Planhat Users
It's particularly relevant to those who work in Service Delivery / Professional Services / Implementation etc.
It's also relevant to Planhat Admins who configure their Planhat tenant for their organization (e.g. Ops)
This article is relevant to Planhat Service Automation (PSA), also sometimes referred to as Professional Services or Service Delivery.
If you don't have access to these features and would like to add them, please speak with your Planhat CSM.
Article contents
Introduction
A series of PSA (Service Delivery / Professional Services) features were launched in Planhat in 2025: Time Entry and Timesheet data models, the Timesheets Home feature, Time Tracking settings, and the Utilization Table Widget. The main use case for these features is/was tracking time spent (i.e. logging past work). You can read a technical summary here.
In 2026, we are releasing expanded functionality for PSA, including:
Enhancements to the Utilization Table Widget (so it can be used for forecasted data as well as historical data)
These features are designed for planning future work. The scope of this article is to summarize this functionality.
Another related release in 2026 is that a Gantt chart display is now available in Project Workflows, which we will also introduce in this article.
It's important to note that there are many other Planhat features that are not PSA-specific, but are nonetheless great for this use case, such as our Project Workflows more generally, including their task durations and task dependencies. These are covered in separate articles, so we are not going to go over them here.
📌 Definitions
Planhat "data models" are equivalent to the "objects" you may be familiar with from other tools
Models each have standard fields and can also have custom fields, as well as Previews/Profiles and Field Rules etc.
You can think of them as like the sheets/columns of a spreadsheet
Examples of Planhat models are Company, End User, License and Opportunity
"User" is the Planhat model for users of Planhat (you and your co-workers)
"Records" are data inside a model
They are equivalent to the rows within a spreadsheet
For example, within the Company model, records could be "Apple", "Microsoft" and "Google"
Permissions
🔑 Key details
Planhat Labs toggle switches for Planhat staff: 2 for Professional Services, plus 1 for Gantt charts in Workflows (at time of writing)
"Scheduled Time" data model permissions and "Capacity Planning Settings" workflow permission need to be enabled for your tenant by Planhat staff, and then you can enable them for Users via Roles
Prerequisites: actions for Planhat staff (Super Admins)
Planhat Service Automation (PSA) features need to be enabled for each Planhat tenant by a Planhat staff member ("Super Admin"), in Planhat Labs (itself within "Help"). If you do not have PSA as part of your Planhat package but would like to add it, please discuss this with your CSM.
There are actually two main toggle switches ("Professional Services" and "Professional Services V2"): one for the original PSA features (Time Entry and Timesheets, for example), and another for the additional features described in this article (Scheduled Time etc.).
In addition to this, there is a "Gantt Chart" toggle switch in Planhat Labs that adds the Gantt tab to Workflows.
A Planhat staff member ("Super Admin") will also need to enable the relevant data model permissions and workflow permissions in "Tenant Permissions" within the "Settings" Global Tool - see here for scheduling time, and below (next in this article) for the resource management features.
Actions for you (Planhat Admins)
Note that we are specifically referring to the newer PSA features here (scheduling future work), rather than logging past work, which is covered in our separate article here.
The next two types of permissions can then be enabled/disabled by you (a Planhat Admin) when configuring Roles within the "Settings" Global Tool.
There is a set of data model permissions for "Scheduled Time"
As with other data model permissions, you have a lot of granular control, as you can separately configure Create/View/Update/Remove/Export permissions for the data model for each Role, and you can click on the model to list all the properties/fields and configure the permissions for those separately too
Within the "Workflow" tab within Roles, you'll find the "Capacity Planning Settings" permission (within the "Data Management" category)
This is a simple toggle switch; ensure it is turned on for relevant Roles
Scheduled Time data model
🔑 Key details
Scheduled Time is the Planhat model for capacity planning and resource allocation
It looks at forecasted time (future work)
It can be associated with a record of another model (e.g. 2 hours per day for a week, for Project X)
A related model is Time Entry, which is for tracking time spent (e.g. submitting Timesheets)
Background context
In Planhat, data is structured in data models, similar to the concept of objects you may be familiar with from other tools. Examples of Planhat models include Company, End User, Asset and Conversation. Individual data instances of these models are called records - e.g. Apple, Dell and Microsoft could be Company records; and Bob Smith, Becca Green and Cecilia Abram could be End User records.
In our 2025 PSA release, we introduced two new data models for tracking time that has already been spent - i.e. logging past time:
Time Entry - each Time Entry record is an individual time log, representing time worked by a specific Planhat User on a specific day, optionally associated with a specific record of another model (e.g. a particular Project)
Timesheet - each Timesheet record is a collection of Time Entries submitted by a specific User for a specific week
Introducing Scheduled Time
In 2026, we launch a new data model that similarly looks at time in PSA, but now we are looking at scheduling future time rather than tracking past time:
Each Scheduled Time record is a block of scheduled time, i.e. a forecasted time allocation
Each Scheduled Time record can be optionally associated with a specific record of another model (e.g. a particular Workflow/Project/Task)
A Scheduled Time can cover multiple days (e.g. an onboarding that takes place over 6 weeks)
When assigned, it corresponds to work by a specific Planhat User
This data model works as the base for the Utilization Table when it's set to look at forecasted data, and feeds into the "Resource Allocation" System Report Page type
Like other Planhat models, Scheduled Time can have custom fields, Field Rules, Previews (concise Profiles), be visualized in Pages (such as Data Tables) and Data Explorer, have records bulk imported, and so on.
As with other models, you manage fields, Field Rules and Profiles/Previews within the "Data Model" Global Tool for admins, as pictured below.
📚 Further reading
To learn more about the Scheduled Time data model, check out our separate in-depth article here.
"Utilization" Table - "Forecasted"
🔑 Key details
Utilization Tables are a widget/chart type that you can use within Dashboards etc.
They display percentage utilization for Users for your choice of time periods
While Utilization Tables were originally designed for Time Entries (tracking historical time data), you can now alternatively choose to base them on Scheduled Time (forecasted time data)
"Utilization" is a type of chart in the "Table Widgets" group, which you can use within Dashboard (and Presentation) Pages.
Utilization Tables display the utilization of Planhat Users (Team Members) - that is, how much of their available time is being used (or at least logged). Utilization is displayed as percentages, and potential issues are flagged via automatic color coding - green meaning good, red indicating a possible problem, and orange/amber somewhere in between. (You can customize this coloring per Utilization Table or for your whole tenant in Settings, which we describe later in this article.)
While the Utilization Table was introduced in 2025 for looking at tracked time via Time Entry records (historical data), in 2026 we are expanding its functionality so it can alternatively be used for forecasted time via Scheduled Time records.
You may also hear this forecasted Utilization Table referred to as a "Capacity Planning Widget".
When configuring a Utilization Table, in the "Timeline" dropdown menu, select "Forecasted" to display planned work data.
Once set up, you can use this to view forecasted capacity for Users (Team Members). Like when a Utilization Table is used for historical data (Time Entries), it shows utilization both as an average and for each time period specifically. Here is an example of this type of chart type within a Dashboard Page.
Click the image to view it enlarged
The chart is interactive: you can click into it to see further details.
📚 Further reading
For more information about Utilization Tables, you can refer to our separate article here.
"Resource Allocation" System Report Page
🔑 Key details
"Resource Allocation" is a pre-built (yet customizable) Page type that makes it easy to assign upcoming work (Scheduled Time) to the most appropriate User
You click on a piece of unassigned work (Scheduled Time record) in the list in the Page, and it will automatically load a utilization display (like the Utilization Table Widget) for the appropriate date range, so you can view the capacity of your relevant Users
Assign the work to the relevant User via the "Assignee" field
"Pages" are the foundational building block of content in Planhat. There are many types of Pages, and "System Reports" is one category of Pages. System Reports are pre-built (yet customizable and interactive) Pages designed by Planhat for specific use cases. Most System Reports are actually for revenue data (which you can read more about here), but Resource Allocation is for PSA, and specifically for planning time / resource management.
Here is an example of a "Resource Allocation" Page within a View.
On the left-hand side you can see a list of Scheduled Time that hasn't been allocated to a specific User.
On the right-hand side you can see a display of Users (like a Utilization Table with forecasted data), showing how "utilized" they are (which relates to availability/capacity). You can easily filter this to show a particular subset of Users (e.g. your Implementation Team) and also you can select from a dropdown menu whether you want the display to be based on Days, Weeks or Months etc.
Click the image to view it enlarged
You can click on any of the unassigned work on the left-hand side to open up its details. (You can edit the fields here via the capacity planning settings.) The User utilization on the right-hand side will automatically update to show you relevant dates.
Click the image to view it enlarged
You can use the "Assignee" field to select the most appropriate User (typically the User with the most availability/capacity).
Click the image to view it enlarged
📚 Further reading
To read additional details about Resource Allocation Pages, see our separate article here.
"Capacity planning" settings
🔑 Key details
There is a "Capacity planning" tab within the "Settings" Global Tool, where you (as a Planhat Admin) can:
Define which other models you can link Time Entries to. (Task and Workflow are available as default, but you can add other models e.g. Company)
Optionally configure default custom colors for Utilization Tables
Customize which fields show for unassigned work (Time Entries) in the Resource Allocation System Report Page type
Within the "Settings" Global Tool, there is a "Services" category, and within that you will find "Capacity planning" (separate from "Time tracking" settings).
📌 Reminder - permissions
If you can't see "Capacity planning" within the "Settings" Global Tool, make sure you have the "Capacity Planning Settings" workflow permission enabled for your Role.
Click the image to view it enlarged
There are three elements to the capacity planning settings:
At the top, you choose which data models you would like to be able to associate Scheduled Time records with, such as Tasks, Workflows or Companies
Use case: this is important setup for work with Scheduled Time, and means you can e.g. log that you will spend 2 hours on Project X, or 5 hours on Task Y, and so on
Instructions:
Click "+ Add object" to add another model
Click the trash can (dustbin) icon to remove a model from the list
Task and Workflow are preselected as default and can't be removed
📌 Important to note
There are actually two types of Projects in Planhat, so ensure you select the correct one for your needs:
(1) "Project" is a type of Workflow (an automated series of steps, typically Tasks); the other type of Workflow is Sequence. If this is the type of Project you want to associate Scheduled Time with, then that is covered by the Workflow model
(2) "Project" is separately a data model in Planhat, which can have associated time-series data (Metrics). You only need to add "Project" here in the settings if this is the type of Project you want to associate Scheduled Time with
Underneath the model selection, you'll find "Color conditions for Utilisation Widget"
This refers to Utilization Tables (which you can include in Dashboard Pages), which show percentage utilization for Users - as we described earlier in this article
Colors are automatically applied, to help you identify, at a glance, over- or under-utilization - as shown in the example screenshot below
In these settings you can optionally set your own custom default colors for this Utilization Tables in your tenant, setting up rules to define different colors for percentage ranges
It's also possible to configure custom coloring per individual Utilization Table
Finally, at the bottom, is "Fields for Unallocated items in Resource Allocation System Pages"
This is related to the System Report called "Resource Allocation" - as we discussed previously in this article
The fields and field groups shown in these settings reflect those shown in the Resource Allocation Page (see example screenshot below)
Although some defaults are preloaded for you, you can make some changes if desired:
Click "+ Add Field" if you would like to add a new field to an existing group
Click the "x" for a field if you would like to remove it
Click "+ Add Group" if you would like to add another field group
Click on the trash can (rubbish bin) icon if you would like to remove a field group
Note that you can't remove Assignee, because that's vital for the function of Resource Allocation Pages
Gantt tab in Workflows
📌 Important to note
At the time of writing, access to Gantt charts within Workflows is controlled by a toggle switch in Planhat Labs that only Planhat staff have access to, so reach out to a Planhat representative if you would like this feature turned on. This is in addition to the Planhat Labs toggle switches for general Professional Services features
You will only see the Gantt tab on actual Workflow records (i.e. with dates applied), not on Workflow Templates (where you set timing rules etc.)
🎥 Video overview
Gantt is a well-known chart type in the field of project management. Gantt charts visualize tasks along a project schedule (calendar).
A "Gantt" tab is now available in Planhat Workflows, as an alternative view to the usual step table.
Example Project Workflow - traditional table view:
The same Workflow in Gantt view:
Click the image to view it enlarged
As shown in the example screenshot above, Workflow groups and task dependencies are visualized in the Gantt chart. It also shows you % completion for each group.
You can see, at a glance, how the dates of the various steps are mapped out in a calendar display, helping you to stay informed about project progress, and keep everything on track.
Gantt is a great alternative Workflow visualization, both for PSA / Service Delivery teams and also for other teams managing projects, such as Customer Success teams.