Planning against real capacity

Plan on roadmap#

"Plan on roadmap" jumps to the timeline with the task's whole row highlighted, from its name across the timeline. The blue tint, thin edges, marker beside the name and blue border around the task bar mark the active planning session; Confirm or Cancel clears both highlights. The bar keeps its normal scheduling colors. Unscheduled tasks get a starter bar to drag. The task list scrolls to center the highlighted task below the pinned group headings, as far as the list's ends allow. A Backlog task must first move to another status: trying to plan it shows a message and leaves its dates unchanged. Done tasks can still be planned; the window moves to their dates, or they receive a starter bar if unscheduled. A PlanCard docks in the corner with:

"Auto-fit end to workload" (on by default): every drag release sets the start, and the end computes itself from the owner's free weekly capacity — "End follows Anna's free time on drop." The owner is the assignee, or the reviewer while the task waits In Review with one (§2); the card names that person and follows a hand-off made during the session.
The owner's committed hours in the planned window (paused tasks excepted), broken down per project — with work in projects you can't see folded into one anonymous "Other projects" bucket (hours, no names), and a "~Xh/wk free of Anna's Yh plannable" summary — the name is in it because the plannable week being divided is hers, not her team's. Plan an agent and there is no such division to write: the line reads "No weekly capacity limit for auto-fit", and auto-fit leaves the end where the start is (§10).
Confirm keeps the dates; Cancel restores exactly what was there before, including "unscheduled".

The Team strip#

The Team utilization panel is docked under the roadmap and uses the timeline's top week/date header. People and agents share one alphabetical list, one line per person. Each person's week shows a percentage, for example 53%; weeks without scheduled work show 0%. Weekly cells have no hover tooltip; their accessible descriptions retain scheduled hours and capacity, such as 16 / 30 h.

Narrow week columns keep the same value at a smaller size so the grid stays aligned with the timeline. The panel ends after the people rows, without a bottom legend or summary row.

The capacity reads 30 hours/week, aligned to the right of the name cell while the person's name stays on the left. It is their plannable hours setting (§10), not a generic full work week: time reserved for meetings, email and other overhead is already excluded. A new person starts with the organization's default (32 hours out of the box). Thus 100% means that person's available planning time is full, even when two people have different weekly capacities.

Blue shading shows ordinary planned load, yellow marks 90–100%, and red marks over 100%. The figures keep the theme's primary text color at every load level (near-white in Blue and Dark, dark in Light), including zero and over capacity, so color is not the only way to read the load.

Each task counts toward its owner's figure. A task waiting In Review with a reviewer adds its remaining hours, usually the review time (§7), to the reviewer's weeks rather than the assignee's, and the reviewer is listed while they own work in the window.

A paused task adds nothing to its owner's figure: while it is on hold that person is free for other work. Each week the paused task is planned in gives that person's cell a dashed border instead, the same mark whatever the size of the paused work, and the cell's accessible description adds includes paused work. Resuming the task brings its hours back.

An agent has no weekly capacity (§10). Its row stays among the people and shows only the total task hours scheduled in each week, such as 19 h or 0 h. It has no percentage, capacity denominator or over-capacity warning. Agent cells use the same text as a person's cells and, regardless of their scheduled hours, the faint blue tint a person's 0% cell has in Blue and Dark. In Light, a week with nothing scheduled, a person's or an agent's, is a faint grey instead.

Toggle All projects / This project to choose which projects contribute hours. The toggle is absent in the All projects and My view scopes, where the panel already covers every project. The three layout buttons select their view directly: ▲ expands Team to the top, the split-window button in the middle shows both the roadmap and Team, and ▼ collapses Team to its header. The shared view leaves task rows visible above Team and scrolls Team's own rows when needed. The roadmap panel ends after its last task row and Team sits directly beneath it; only when the rows do not fit above Team does the roadmap scroll them. Expanded Team hides the task rows while retaining the roadmap's week/date header, milestones and date-window controls. Click a person or one of their weekly cells to highlight the tasks they own on the roadmap, including Review tasks handed to them. The person-name tooltip reads Highlight on roadmap. Hover a weekly cell, or focus it with the keyboard, to highlight the person's name cell and the matching week column throughout the roadmap timeline, including its top header. The column highlight stays within the roadmap. Clicking a weekly cell locks that week column while you hover other cells; click another week to move the lock. Person-name highlights still follow hover and keyboard focus. Click the selected person's name again, press Esc, or click outside the Team panel to clear the task selection and unlock the week. The roadmap filter toolbar and its menus are an exception: you can adjust filters while keeping the selected person's tasks and locked week highlighted, as long as that person remains in Team. If filters hide the person, their task and locked-week highlights stop showing. Changing the grid's scope, date window or layout also clears the week lock. The highlighted week's header background takes precedence over the current week; the current-week background returns when no week is locked, hovered or focused. The today line stays visible. Team has no repeated week-heading row.

The strip's numbers are derived from the tasks themselves — each task's remaining hours spread evenly from the week its estimate was last saved (or from the planned start, if that's later) through its planned end: hours measured mid-task land on the weeks still ahead of that measurement, not on weeks the estimate already accounted for, and hours re-measured after the planned end has passed land in the save week itself rather than vanishing. There is no separate allocation grid to maintain, and the strip animates live while you drag a bar above it.

✦ What sets this apart — Capacity is a pure derivative of the plan: drag a task and watch the person's week-by-week load recolor in real time. Where other tools sell resource management as a separately-maintained add-on, Qivo has one source of truth — the tasks — so the workload view can't disagree with the plan. And the auto-fit planner respects privacy: you see that a person is busy without learning what they're busy on.

Team sync#

Team sync is the page for the short, regular team meeting that agile teams call a standup. It walks the team's open work one person at a time, like the Estimates walk (§6), and adds what a meeting needs: status and owner changes from the row, the delay verdict and other marks, what each person finished since their last sync, and a team opening before the first person. The meeting refreshes the numbers, finds what is stuck, and puts each decision on the task itself. The page keeps no notes of its own.

Open it from Team sync in the sidebar, directly below All projects, or from Sync in the phone's bottom navigation. Both appear when you belong to an organization, and the page is always about that organization. It has its own address, such as qivo.io/app/acme/sync/all, and each step of the walk has one too, so a link opens the same page on another screen. Stepping through the walk or changing its scope updates the address in place, so browser Back leaves the page rather than stepping back through it. Escape does not close it, and a task opened from it floats over it.

Everything on the page is live. A change made here, or on anyone's screen, moves rows between columns and pages as it lands, so each participant can update their own rows from their own screen during the meeting. Each step opens at the top of the page.

On a phone, the Sync tab and a plain …/sync link open your own page when you own work in the scope, so a participant lands on their own rows. An address that names a scope, as every address the page writes does, opens the step it names and the team opening when it names none, so reloading the opening or going Back to it keeps you there. The columns stack and the rail of people scrolls sideways.

Scope. The selector at the top chooses what the sync covers, and your choice is saved server-side like your view and scope (§3):

All projects: every project of your organization that you can see. Projects shared with you by another organization are not part of it.
A team: the projects shared with that team (a project's share covers its sub-projects). Only the team's members are walked.
A project: one project and its sub-projects. A link can also name a single sub-project.

A team or project that no longer exists, or that you can no longer see, falls back to All projects.

The walk. The rail at the top right starts with a button for the team opening, then lists each person who owns open work in the scope, by name, then after a gap the agents. Open work means To Do, In Progress and In Review tasks without subtasks. A task is listed under its owner: the assignee, or the reviewer while it waits In Review with one (§2). A person with nothing in the scope is not in the walk; someone switched off still is while they own work. Backlog and Done tasks are never rows.

The team opening is the first step, the state of the team before anyone speaks:

One sentence counting the tasks that are overdue, projected to miss their due date, and blocked, or saying that none are.
Overdue, Projected to miss, Slipping, Blocked, Paused and the Next milestone with its project and week. The counts cover the open tasks in the scope; Projected to miss and Slipping count only in projects that track delay (§7).
Near or over capacity: people in the walk at 90% or more this week, highest first, with the load figure described below.
Milestones this week and next in the scope's projects, with how far off each one is and its week.
Needs an owner: unassigned tasks without subtasks that someone has to pick up. A task is listed when it is To Do, In Progress or In Review and Urgent or High priority, or To Do, In Progress or In Review and planned to start this week or earlier, or due within the next two weeks (or already overdue) in any status except Done, Backlog included. Soonest due first, undated last, then by priority. Each row's Assign picker offers the people the task window would.
Needs a reviewer: In Review tasks with no reviewer, longest waiting first, each with a Reviewer picker.

Naming someone in either list takes the task off it at once and, for open work, puts it on that person's page. An empty list says so in one line, and a task's title opens it.

A person's page starts with their portrait, their name and place in the walk, and this week's load in the Team strip's colours (above): for example "88% of 32 h this week", yellow from 90% and red above 100%. The figure is organization-wide whatever the scope, because capacity is: someone can look idle in one project and be over capacity overall. For an organization admin or user it includes work in projects you cannot see, so it can read higher than the Team strip, which counts the tasks you can see. An organization viewer's figure counts only the projects they can see. Last sync follows (see below), and at the right two glyphs show this person's tasks on the Board or the Roadmap.

In a narrower window Done since moves above the other two columns as a band, its tasks side by side, and in a narrow one, as on a phone, the three columns stack. A card's controls wrap onto a second line rather than being cut off.

Below it sit three columns:

Done since the person's last sync: tasks without subtasks in the scope that reached Done since then, newest first. Their own, and other people's tasks they reviewed to Done, marked "reviewed": tasks that went from In Review to Done and name them as reviewer. A task that names them but reached Done without going through In Review earns no credit.
On it: In Progress, then In Review. On a reviewer's page, In Review holds the reviews they do, each marked "for Aisha" with the assignee's portrait. The person's own In Review tasks appear here only when nobody is named to review them, marked "no reviewer". At the foot, a quiet Waiting on review list holds their own tasks that someone else reviews, with the reviewer's portrait and how long each has waited since it was handed over, longest first. Those are not rows: nothing on them is editable and they do not count toward the reviewed total, but each has the @ glyph to ask the reviewer.
Next: To Do tasks planned to start this week or earlier, or unplanned and due by the end of this week, then a Later toggle, closed by default, holding the rest of their To Do.

Inside each group the order is the same every day: tasks with no estimate first, then by planned start week (planned before unplanned), then by due date (undated last), then by task number.

Each row is a card, as on the Board:

The Board's delay banner (Slipping or Delayed, §7) when the task is off plan in a project that tracks delay, and the pause mark when it is paused.
The title, which opens the task window. Nothing on the page requires it.
The task key, sub-project and plan weeks or due date. A planned task with a due date also shows it, in red once it has passed or is projected to be missed.
Marks when they apply: no estimate while Remaining is unset, no reviewer, blocked by QN-12 for an "is blocked by" link to a task that is not Done (a blocker you cannot see is left out), and one mark about the time since the person's last sync:
- untouched since Wed 23 Sep: In Progress with no change, activity or comment since then. Untouched work in progress is the honest stuck signal, and no other view says it.
- On a reviewer's page, handed to you yesterday for a review handed over since then, or waiting since Thu 24 Sep for one handed over before then with nothing done on it since the hand-off: no change, activity or comment. A review is handed over when the task moves into In Review, and again when a different reviewer is named while it is there. Editing its Remaining is a change, not a hand-off.
- Otherwise the latest status move or comment since then, such as moved to In Review today or commented yesterday.
These time marks appear once the page has loaded each task's latest comment. For a review handed over before Qivo recorded hand-offs, and too long ago for the recent activity to show it, the hand-off is unknown: the row says neither handed nor waiting, and Waiting on review and Needs a reviewer show it last, with no age.

Below them, the row's controls change the task in one click: no opening it and no confirmation.

Remaining in hours. Edits commit on blur or Enter, and stepping through the walk or leaving the page, browser Back included, commits the focused box first, as in the Estimates walk. A saved number re-anchors the task's projection (§7). The box is outlined while unset.
Status: the dot opens the task window's Status menu, the five statuses and Pause / Resume. Moving a task to Done drops it into the Done column, and moving it to Backlog takes it out of the walk. Moving it into In Review does what it does everywhere: Remaining becomes the project's review time (§7) and a named reviewer takes the task over. When nobody is named, the reviewer picker opens right there; pick someone, or press Escape or click elsewhere to skip, which returns the keyboard focus to the row. Moving a review out of In Review hands it back to the assignee's page.
Owner: the portrait with a chevron changes the assignee, or the reviewer while the task waits In Review with one, from the task window's list of eligible people: active, with Edit or Lead access to the task's project. The row moves to the new owner's page at once, and both load figures follow a moment later. This is how an over-capacity week is fixed in the meeting.
@: a small window to mention someone. Pick a person, write a line, Send. It posts an ordinary comment carrying the @mention, so the person gets it in their Inbox (§11) and the task's discussion keeps it. It offers the active people who can see the task, other than you, and starts on the task's other party: the assignee on a reviewer's row, the reviewer on a Waiting on review row. Send stays off until someone is picked and the note has text; Ctrl/Cmd+Enter sends.
Board and Roadmap: two quiet glyphs that leave the page to show the task. The Board opens with the task window on it. The Roadmap scrolls the task's bar into view and rings it for a moment, without starting a planning session or changing anything; for an unscheduled task it scrolls to its row. Both land on All projects when the sync covers all projects, and on the task's sub-project otherwise. The pair in the person header shows that person's tasks through the Assignee filter, on the sync's project when it covers one and on All projects otherwise. Either way the other Board and Roadmap filters are cleared so nothing hides the task; Focus stays as it was. The sync does not re-plan: these glyphs are the way out to where re-planning happens.
The review tick.

On a phone the tick sits beside the title and the two jumps share one menu, so the controls stay on one line. The phone's Back closes any open menu or picker on the page (that menu, Status, the owner and reviewer pickers, the scope menu, the mention window) rather than leaving the page. In a project where you can only view, a row's Remaining, Status, owner and @ controls are off, with the task window's read-only hover text.

Reviewed and the footer. As in the Estimates walk, a change made from a row ticks it, and the tick marks a row looked at without a change. The footer counts "n of m tasks reviewed" over every row in the walk, agents included; the Done column and Waiting on review rows are not counted. A person whose rows are all ticked gets a check on their portrait in the rail. Previous and Next step through the walk, or click a portrait. On the last step Next becomes Done, which closes the page and returns you to where you opened it: the Inbox, the phone's Projects directory, or else the scope and view underneath. There is no summary screen: the changes are on the tasks. The ticks live only while the page is open.

Agents are not in the room. After the people comes one final page listing each agent that owns open work in the scope, collapsed to one line: the hours scheduled this week, how many tasks it is on and has next, and how many are Delayed or Slipping, so a late agent task is not missed. Expanding an agent shows the same three columns, so whoever supervises it can answer for it. Clicking an agent in the rail opens this page with that agent expanded.

Last sync. Each person has one last-sync time per organization, stored on the server, so everyone sees the same one. A change made from a row on their page (a Remaining, a status, a pause, an owner, a mention) sets it, for the owner of the page rather than whoever makes the change: a change on a review row sets the reviewer's. The review tick alone sets nothing, and neither does naming someone from the team opening.

"Done since", "untouched" and the other time marks read from it:

Someone who has never had a sync reads from the start of the previous working day. Working days are the five days from your organization's week start (§10), so with weeks starting on Monday, a Monday or a weekend reads from Friday and a Tuesday from Monday. Their first sync keeps reading from that day until it is over, even when it runs past midnight.
A sync is one sitting. A change made on a person within 6 hours of the previous one belongs to the same sync, so while the meeting runs their page keeps reading from the same point on every screen, and nothing moves under the meeting's feet.
Once 6 hours pass with no change made on them, that sync is over, and from then on their page reads from its last change.

The header's Last sync Thu 24 Sep names the latest sync that is over, and is absent until the person has had one.

What it leaves out. No meeting notes or yesterday / today / blockers fields: say it in a comment on the task. No stored ticks. No re-planning: no dragging bars and no auto-fit, so a slipping task is re-estimated here and moved on the Roadmap. No Backlog rows, and no Done rows beyond Done since. No timer per person, and no charts.

✦ What sets this apart: A standup usually reads out what the board already knows. Team sync spends the ten minutes on what it does not: untouched work, fresh estimates and hand-offs, each decision written straight onto the task, and each person measured from their own last sync.