Gantt chart summary / rollup information

Nick Eynon

Looking for advice on being able to summarise date information within a gantt or calendar view. Done some searching and unable to find anything on the topic.

I have a fairly normal calendar with events that have start and end dates.

What I'm looking to do is count the number of events that occur on any given day. Primary purpose is to manage number of staff that are on leave on any one day.

From what I can see there is no rollup or summary function within the gantt view itself.

Can someone pls suggest potential options to achieve this?

thanks

Dale Murphy

@Nick Eynon I'm not sure how to visualize the roll up on the Gantt chart. Aren't you just interested in counting tasks based on their date range?

Try this:

=COUNTIFS([Task Name]:[Task Name], >" ", Start:Start, =TODAY())

It checks that there is a valid task, and then checks dates. If you replace TODAY() with DATE(YYYY, MM, DD) you can check any date.

What will you do with that though? DO you need to be alerted if the count goes too high? Or are you building a DATE sheet that retrieves the count for a rolling 30 days?

Dale Murphy

@Nick Eynon I'm not sure how to visualize the roll up on the Gantt chart. Aren't you just interested in counting tasks based on their date range?

Try this:

=COUNTIFS([Task Name]:[Task Name], >" ", Start:Start, =TODAY())

It checks that there is a valid task, and then checks dates. If you replace TODAY() with DATE(YYYY, MM, DD) you can check any date.

What will you do with that though? DO you need to be alerted if the count goes too high? Or are you building a DATE sheet that retrieves the count for a rolling 30 days?

Nick Eynon

Thanks @DMurphy

That's done the trick by using a start date < date checked < finish date equation.

The intent of it will be to do quick checks to see if we are overallocated for leave on any particular day before allowing approval. we don't need this to be automated as the judgement comes down to the manager if they are willing to accept the answer.