---
title: "Viewing Members and Their Workloads"
description: "Select the members you want to see utilizing the filters"
url: https://support.mosaicapp.com/en/articles/281-viewing-members-and-their-workloads
collection: "Workload Overview"
updated: 2026-08-12
language: en
---

# Viewing Members and Their Workloads

Select the members you want to see utilizing the filters

## Selecting and Filtering Members

1.  Click "Select Members" in the top left corner to populate members in your workload space.
    
    ![](https://staticfiles.gleap.io/gattachments/baqeyZZufCCyzt7pmfofn3KxnWpC1kNfj3OqBiAbAQ81Xx2aNnT9Vs4gPJJNm7CoctOXJt0NJtY.png)
    
2.  Use the checkboxes to select specific Members - or click "Select All" to include all Members. Please note, the maximum number of Members that can be selected at one time is 400.
    
    ![](https://staticfiles.gleap.io/gattachments/YkR61saYZl3BRuvmdOtGTFc9KgQGK70n4pxhiWCTGrfH2j1znN9l2LR98vT38GZyWxpSRqfFEiN.png)
    
3.  You can also group the members by Departments, Disciplines, Offices, Portfolios, Roles, Regions, or Skills by clicking the button on the top and changing the grouping appearance.
    
    ![](https://staticfiles.gleap.io/gattachments/bdkuRiz4r7HChyJkxraESBH9tHCcQwhEG6BLGrln1toVFIzEHUGkGnWhraZOZS2Johbimv26E5v.png)
    
    ![](https://staticfiles.gleap.io/gattachments/18JidCRVzpRgW6WGvMV8PWpj34laRJTEJzX3EkFKo1kY1onsQobXDzlGL170Dq148elzTsAFGo2.png)
    
4.  You can also applied layered filters to your members using Admin set Member Attributes; such as Departments, Portfolios, Roles, Disciplines, Offices, Regions, or Skills.
    
    ![](https://staticfiles.gleap.io/gattachments/T0IyWKiG2VNKV4lC0TmUGRn6MaaD6jGfn0mrgwuEh2pxnmtBbGniMy1CGjH6Qs8YRCopeNoGk1L.png)
    
    > **Info:** The Role filter considers only the member's **Default Role**; which is listed in Org settings > Members > All Members tab. For example, if a member has "Editor" as their default role and "Viewer" as a non-default role, the role filter will only show them if "Editor" is selected in the filter options.
    
5.  Once you select ‘Done’, the selected Members will appear on the page. You can also hover over the Member’s avatar to see more information about the Member in a tooltip.
    
    ![](https://staticfiles.gleap.io/gattachments/RMZyxj2SMZYOfp6PQkpeORapM5yOng2sBmCpGM6gao0wMumj7hjrTyRtkcvFpssAKWfbrnIZg7t.png)
    
    ![](https://staticfiles.gleap.io/gattachments/4ap7J8YT5RI8I4vOnpNkugRHJEojSXN0Bm7PN3el3i6d1lhOCVmRKZISYuR9yWzB2PYJ0nFogMW.png)
    
    Hover over the Member row to see the row number and last time you shared work plan with this Member
    
    ![](https://staticfiles.gleap.io/ghelparticle/PWOjFPdlj9EHNYCSblA2WJkS0Feo5846VLuVl1QHJddBaefu7XBgNiNgvH0aLsSbZzsWgSPf3gQ.png)
    

## Sorting Members

Once members are selected, you can sort them by first name alphabetically or by availability.

-   **Alphabetical Sorting**:
    
    -   Members can be sorted alphabetically in either **A to Z** or **Z to A** order.
        
-   **Availability Sorting**:
    
    -   Availability sorting is available for several time frames:
        
        -   **Today**
            
        -   **This Week**
            
        -   **Next 2 Weeks**
            
        -   **Next 4 Weeks**
            
        -   **Custom**: select custom dates
            
    -   For each time frame, **Members** can be sorted by **Availability** in either **High to Low** or **Low to High** order. If a **Member** is scheduled to work on weekends, that capacity is included in the sorting. This enables efficient organization of **Members** based on who has the most or least availability.
        
    
    ![](https://staticfiles.gleap.io/gattachments/QLky0lKWl8CB47Zn4NwDAjPhCYoGBZ6gwWHbo5j2TPp5l7q0HaQjjUTjLXFNl5M7AHqk3DbHgJw.png)
    

## Member Capacity Heatmap

The heatmap can be customized to show the percentage or hours (planned or available).

[Read more about the settings](https://support.mosaicapp.com/en/articles/283-workload-display-settings.md)

Hover on the heatmap the breakdown of hours for each category will be displayed. The tooltip will show different information when you view by different intervals.

-   Day View & Week View
    
    The Member Capacity is not capped. When the planned hours are over the capacity, available hours will be negative.
    
    -   _Day View_
        
        ![](https://staticfiles.gleap.io/gattachments/go0MSNhdr3s8eo1NAoXbjSg7w5ItOnoeO89opa7ZG5U67GbOIe82Fzg3g4QXxv1nOz80JBmthjo.png)
        
    -   _Week View_
        
        ![](https://staticfiles.gleap.io/gattachments/73POyeyMIINCCjk6ZGlwEFS0HpEs07DvapmkpKhx7ZDIoVVJpyLHTTOOXb6bdvOgjeTD28LlEYU.png)
        
-   Month, Quarter, & Year View
    
    Available: Overall available hours. This will be negative if the member is over capacity.
    
    Available at \[X\]h Capacity: On some days the member of this interval the member still have available time. You can switch to day view to see which days the member are over capacity and which days the member still have available hours.
    
    -   _Month View_
        
    
    ![](https://staticfiles.gleap.io/gattachments/R6iYreMcPJO24F07HG2EemakiSI9JYF8MTP8gM2LWJ0Az0y3RriOq7KmErCqGUeZxOYuMfN7KDL.png)
    

-   _Quarter View_
    
    ![](https://staticfiles.gleap.io/gattachments/N2RFbl8eJ3fyVR2TydgcvP9zKlLJGnN7sjtXX11ADShSUAkwq8X7EMAkbwOmucDPCFWmMjHKm4c.png)
    
-   _Year_ _View_
    
    ![](https://staticfiles.gleap.io/gattachments/VV3cARST3eZvucii9MBUn1vh0U8aFrkZS7xYCcpXY2M0bO4o90dhpdRzehDCwdtxNDbZacYpYRt.png)
    

**Summary Row**

-   The overcapacity Member count will show on the summary row and the tooltip. In **Day View**, a **Member** is considered overcapacity if the **daily hours** exceed their **Daily Capacity**. In **Quarter View**, a **Member** is considered overcapacity only when the **total weekly hours** exceed their **Weekly Capacity**.
    
    ![](https://staticfiles.gleap.io/gattachments/532udiAJqGlY25zhiVaDJlSODAD1mFBRJcMIAPSWsOfUbQTB1r1aIvlVRxxBEL1Ltc2bfshzg9q.png)
    

## **Capacity with Holiday and Time Off**

Holiday hours will be excluded from the calculation of a member's capacity percentage.

-   The member's capacity is 40-8 = 32 hours
    
-   Planned hours include Project Work Plan and Time Off hours.
    
-   Time Off and remaining capacity percentage will be calculated separately.
    

![](https://staticfiles.gleap.io/ghelparticle/VF1RBqXJDrrAG3k6kIuZNVqChIYM93ZMAKANrtuOlIh24ggK3kIvVqX5eKwxmPxsf4TPHWiHoOv.png)

![](https://staticfiles.gleap.io/ghelparticle/nfsxB5iAdLCbp9yhXHAEqjBp5RxZrPXfNAfger6QW2hDFO7pRwwWRinWaSNjRlzjT1ZO7Xq2RSC.png)

### Shortcut to Edit Member Work Capacity

> **Info:** Please note, only Admins are allowed to change Member's capacity.

1.  Right click on a member's heatmap cell. Click _Edit Work Capacity_ option.
    
    ![](https://staticfiles.gleap.io/ghelparticle/pK6PjTLnyOVeScKGOP1xKdMgYXEBY7cJZKB5fHwrf1VjbgwhsYzf0Rtwt4QwtDieXlaPwZu9EAR.png)
2.  A new tab will open to Organization settings > Members > Capacity
    
    ![](https://staticfiles.gleap.io/ghelparticle/m42VMODViz4Av8YQry5Z1S4QxbQ8JhicBgoqMSXYCMa8rgWh9Wy1Gdo6OUHcZkHL95yFNbYdYBJ.png)

### Shortcut to Create Time-Off (TO) Work Plans

1.  Right click on a member's heatmap cell. Click _Out of Office All Day_ option.
    
    ![](https://staticfiles.gleap.io/ghelparticle/evJDFY7JltwGVJY0ENFZHBxY4oBQyaalXObp215JCn8IlwPbVb4iwLHBNlNGOgrk1WqvtrFlvqk.png)
    
2.  A Work Plan Modal will open with the Time Off project selected. Fill out the information and click **Create**.
    

![](https://staticfiles.gleap.io/gattachments/esrzfRlZceCFWqjvC9twGvtiDSRmVUVjyzg7sreRlhYxvmtpr8bneSABkmafJuQQOiVdhGKgD1j.png)

## Archived Work Plans

When a Project, Phase, Subphase, or Work Category is archived, the associated Work Plans are also archived. Archived Work Plans are indicated with a red archived icon. To see additional details, hover the work plan bar.

![](https://staticfiles.gleap.io/gattachments/FRyzpFbcZ8veWJJOTXR5dbEtA9RQNoFlcA92g7Vlc4igbCMN8QfDpvTQ8BaD6GvLNiI9OU67yGg.png)