Project/Team Planning overview

Aimee Colton

Hello,

I would like to create a sheet or report that provides information on how busy team members are and how many events they work on throughout the year.

Something like this

Where the Phase is the Event, and the months are coloured depending on how close the event date is (green, yellow, red).

We currently have a master sheet that lists all events, and it would be great to have another sheet/report where the above is created by pulling info from the master sheet.

Unfortunately, we don't have Resource Management and can't afford it.

Any advice would be appreciated.

Thanks

ChristianFinke

Hi @Aimee Colton

The way I would go about this is create a capacity planning view without Resource Management, set up a timeline sheet in Smartsheet. List each event as a row with columns for start and end dates and team assignments. Add monthly columns and mark cells where events occur. Use conditional formatting to color-code months based on event proximity: green for 3+ months away, yellow for 1-2 months, and red for imminent events. You could also automate with formulas to update colors based on today’s date, and create a dashboard to share this view, giving an at-a-glance workload overview for the team.

Let us know if you'd like help setting anything up.