Efficiently assigning work hours is key to proper project planning and effective team management. This step-by-step guide walks you through how to assign hours to employees using the Schedule tab within a project, how to view assigned hours, and how to make changes when needed. 

How to Assign Hours

1. In your sidebar go to Projects → Click on the Schedule tab
2. Use the project filter at the top if you want to display a specific project only
3. Locate the employee to assign hours to and click the “+ Assign” button
4. A right-side panel will open
5. Fill in the following:
   1. Project and Subproject
   2. Date Range: From when to when
   3. Hours per Day: Set the time you want to assign
   4. Optional: Include Saturdays or Sundays if needed
   5. Employee: Confirm the right person is selected or add more employees if you want to assign them as well
6. Click Save 

Visibility After Assigning

Once saved:

• Assigned hours will appear on the schedule with a daily breakdown.
• You’ll see warnings if employees are over capacity (e.g., 9h or 10h/day).
• You can hover to see details or make edits by clicking on the assigned hours.

Edit or Remove Assignments

• Click on an assigned block of time.
• Adjust dates, hours, or remove the assignment.

Real Employee Capacity Visibility

Project managers can see each team member’s actual availability —in real time— directly in the Schedule view, helping them assign work based on real capacity rather than assumptions, identify overbooked collaborators across multiple projects, and avoid scheduling conflicts to improve overall planning accuracy.

1. In your sidebar, go to Projects
2. Click on the Schedule tab
3. In the Schedule tab, you’ll find:
   • Visual indicators when someone is overbooked
   • Capacity used vs. available hours for each person
   • Clear insights for smarter, balanced assignments

Plan smarter with real contract hours

Project managers can compare planned hours against each person’s actual contracted working hours, making it easier to avoid overplanning part-time collaborators, spot and correct overassignments, and keep workloads realistic and balanced across the team.

1. In your sidebar, go to Projects
2. Click on the Schedule tab
3. Here you’ll see contract hours displayed next to planned hours
4. Overassignments will be highlighted
5. You’ll get a full overview across all projects

See When a Person is on Time Off

Use this feature to see when employees are on vacation or have time off planned. It helps you schedule tasks effectively, avoid overlaps, and plan projects with confidence. It is especially useful when multiple team members are assigned to the same project.

1. In your sidebar, go to Projects
2. Click on the Schedule tab
3. Hover over an employee’s shift to view their time off details, including dates and expected project assignation hours

Project managers can:

• See all employee time off information directly on the main project planning screen.
• Quickly check time off details by hovering over a person in the project view.
• Plan projects more efficiently and schedule tasks with confidence.

Project Planner Exporter

Use this feature to export project planner information in just a few clicks, which is especially useful for sharing project updates with stakeholders, analyzing project data in Excel or other tools, and building custom reports or integrating the information into existing workflows.

1. In your sidebar, go to Projects
2. Click on the Schedule tab
3. Click on the Export button, located at the top-right corner
4. Select the file format: Excel (.xlsx) or CSV (.csv)
5. Set the filters
6. Choose the fields you want to include in the export
7. Define the order of the columns to match your reporting needs
8. Click Export. Your file will be downloaded and ready to use outside Factorial