---
title: "Creating Work Plans"
description: "Assign work to your members"
url: https://support.mosaicapp.com/en/articles/286-creating-work-plans
collection: "Work Plan Modal"
updated: 2026-09-29
language: en
---

# Creating Work Plans

Assign work to your members

## Create Work Plans

1.  Click any empty box on the timeline to build out Work Plans.
    
    ![](https://staticfiles.gleap.io/ghelparticle/clssOHYFUoOG4W9vTGOZbMzuG2GKJPEHhSks7NqAU0sdK9wUGRa3V3WZg4uz69oxzf5tj1f18ng.png)
    
2.  Work Plan Modal will open. Here, a **Member**, **Project**, **Phase/Subphase**, or **Work Category** (if applicable) can be selected.
    
    Additionally, a description for the **Work Plan** can be entered.
    
    > **Info:** The layout of the modal may vary depending on the space in which the **Work Plan** is being created.
    
    ![](https://staticfiles.gleap.io/ghelparticle/ispHXdfRMJ4ELoP9gcnfnTOlFxF2TBeA2Vt2htKuf28p4aL1myxHd3rNqVRkgFUAKBUSTfPCqz2.png)
    
    > **Warning:** When selecting a date that falls on a weekend, holiday, or zero-Capacity day, Mosaic displays a confirmation modal asking whether work should still be scheduled on that day.
    
    ![](https://staticfiles.gleap.io/ghelparticle/yOE6TAehd7ad45ndAiLLp08VsD657d8eOtlRelyaCq4YKjFjyXcqfTjqxtKLy5aN0d8ZTvflE38.png)![](https://staticfiles.gleap.io/ghelparticle/cMYSaIez0tNmF1HMtU14z0P7Rt5CZthWkT3ivY5mWA1V0acyrNovQEOAg6nfnFRpbAOOfokxPyd.png)
3.  Enter hours for the Work Plan. Use the black lock icon to select which value is your constant value when creating the work plan.
    
    > **Info:** Work Plans must have a minimum value of 0.0001 Hrs/Day, or 1 hour for every 10000 workdays. Work Plans imported from CSV Import or from integrations are excluded from this limit. The maximum date range for the Work Plan is 125 years (updated Feb 14,2024)
    
    ![](https://staticfiles.gleap.io/ghelparticle/NhJRQrlJrJLJZx3XFLpOajCI0XckGLJXpF17Gujui14PoF8PnmYpmvLy3nQhylKpOMixnInsxK8.png)
    
4.  Work Plans can be created by day or by week. This can be adjusted by selecting the **hrs/day** or **percentage capacity day** dropdown headers, or by enabling the **Plan by Weeks** option in the calendar.
    
    ![](https://staticfiles.gleap.io/ghelparticle/gXG4WjyVTD9SR0MezTACvTjXGkw2AEtr4KYfZWwgcQTLpajftdTSsNTvfUy4b481q3uI8U9nwCJ.png)
    
    When the **Plan by Weeks** option is enabled, selecting any day within a week will automatically include all days of that week.
    
    ![](https://staticfiles.gleap.io/ghelparticle/khbZWYxM2ZGlKRN331d9qm8QeR0l1kkbFQVzjOWoNAwltjQXmiEWWp9TMOMfTwsk5g5MAJaVtJ8.png)
5.  Select the start and end date of the Work Plan, or enter number of workdays from the start date. Click the dependency icon on the date field or click +add on the calendar to set a matching date dependency on the Phase or Work Category selected for the Work Plan.
    
    ![](https://staticfiles.gleap.io/ghelparticle/Nu3Rhnad4YOBzAIDLcif3k1qNoDAZgctIfOHOlv0QE2xBdRSSNnAhM67DczH6iewfjlMyIHdl1f.png)
    
6.  Optional fields:
    
    If the Work Plan is not finalized, it can be marked as **Tentative** for further adjustments.
    
    > **Info:** Projects with Proposal statuses will have tentative work plans by default. Updating the status of a Project/Phase does not affect the existing Work Plans.
    
    If the Work Plan includes associated Tasks, the option to **use** **Task Hours** can be selected to align the plan with the allocated Task estimated hours.
    
    Additionally, a specific time can be set on the Work Plan to indicate when work will be carried out on the Project.
    
    ![](https://staticfiles.gleap.io/ghelparticle/LqojWevgdGe6SnYo6dEpn7PxYg1WsqB8eyju1wtd7tlqnoyWuvoDSZyJFY1dR0oCZtKwSf5sLRK.png)
    
7.  Click **Create** when all fields are done.
    
    ![](https://staticfiles.gleap.io/ghelparticle/LYanf7mLqiKkhcVkyNtVO2kzCGsTQBB89Fz1yfI1qDwIi0BEwFSvhPyCqCXJk2HQu7y7Umqi5qP.png)
    

## Work Plans on a Phase vs. a Subphase vs. a Work Category

-   Example of a Work Plan on a Phase Only: Displays the Project title "2024 Project" and a single Phase "Office Management," along with the Phase number.
    
    ![](https://staticfiles.gleap.io/ghelparticle/YYoKDzWfPDmibUlM6Bqplx0LqL2mdZlYKuG7u7dUfe3sVe7bzLhyLNg4QfAJnlYzB4RPRDQP96O.png)
    

-   Example of a Work Plan on a Phase with Subphase: Shows the Project title "2024 project," along with two Phase names and their numbers: "Executing" and "Analysis".
    
    ![](https://staticfiles.gleap.io/ghelparticle/lEaQPL5kDxvi4GOvtP2jKoPLkQCutND7Wl168BeDZk86R1uVLzLj7KtoJ3f8hXg3ompBXo5QFPF.png)
    

-   Example of a Work Plan on a Phase with Work Category: Displays the Project name "2024 project," along with the Phase name "Reporting" and the Work Category name "TestAPI." The Work Category is represented by a solid diamond icon, and Work Categories do not have numbers.
    
    ![](https://staticfiles.gleap.io/ghelparticle/Mic9xtP3mC9SOBrhkA9gxTVIwL98xgKoPLvJO55T0TJx9p7Q39cnkvCqOGr6FbjcQbt84t8A9iY.png)
    

## Time Off Work Plan

-   Adding Personal Time Off: Click on the calendar to add a Work Plan and select the Time Off project. The Work Plan default will be all day.
    
    ![](https://staticfiles.gleap.io/ghelparticle/MHMhpvAGrWvgAtRkflTl5HaXRsOhES2DxCkUkgi8NinVc0VBhF79FOlCBZbRbLuP0PRfufpik2Y.png)
    
    > **Info:** When creating a Work Plan, hovering over any day in the date picker reveals the staff member's availability, including upcoming time off and holidays, ensuring they are available as needed before finalizing the plan.
    
    ![](https://staticfiles.gleap.io/ghelparticle/NRkFIKDja71g3ba98lKIToEkDBuhvKbSjtyfU08wCcUBeIQUNQrlszPKAe5XpPUvnhddsUN1xE4.png)

> **Info:** When a Member has a partial day Time Off along with other Work Plans, the **Planned Hours** on the tooltip will only reflect the hours allocated to the actual Work Plans.

![](https://staticfiles.gleap.io/ghelparticle/oEn1LSncH2URkXncoziALn6zKXFnjxkF0fr49l7mGb5Ye6trpY9WJE1sUn3Q0yakfGC0v5ga3dc.png)

## Account for Weekends, TO days and Holidays

When creating a Work Plan that includes PTO or holidays, the days will be excluded from the work weeks and workdays value.

**Work Plan with Holidays**

![](https://staticfiles.gleap.io/ghelparticle/EEbi4UZNSrAcNkg7gVLun4kmwaaq2bKqbTQqt3osCXwTJpG4BZsKX2atfQZb7GkBpTGDLDAQfrS.png)

**Work Plan with TO days**

![](https://staticfiles.gleap.io/ghelparticle/tEDnVZCcfqimt3vHLfS3HLno6WxO6ednrHhjYeJjsoQWiGEqUBfD6qknKqBnYMbtzvSq01FBMWq.png)

**Work Plans with Working Weekends checked**

![](https://staticfiles.gleap.io/ghelparticle/bcBi90ACkEvX4SBWXejCpB9mSpCl1IeU7ldSFg3PXmyobwL0QC2um0bMTH32ew76HyXj0MSjH9T.png)

## Adding Remaining Estimated Hours to Work Plans

If there are estimated hours on the Member within the Phase or Work Category, these hours will appear beneath the member's name.

![](https://staticfiles.gleap.io/ghelparticle/8CCIafoFJmsVbIrRSJ7AtitsZvKmI0JnuhYXbekh4F2W5RpVWBplqozxzgf9yheUJ9DaT6s6YOi.png)

When entering total hours on the Work Plan Modal, a lightning bolt icon will be visible. Clicking this icon allows for the quick addition of the remaining estimated hours directly to the Work Plan, streamlining the allocation process.

![](https://staticfiles.gleap.io/ghelparticle/WBdL2VJOL8x2U9Dfr9Ays4xSOHwjTEsWp5zcCKQ2137Ax49HmfTFXPrjJdmyRq288L5TMAMcFRe.png)

## Zero Capacity Work Plans

When a work plan is scheduled during a period where a member's **capacity is set to 0 hours**, a warning icon will show on the work plan bar.

![](https://staticfiles.gleap.io/ghelparticle/6QhRtQfIcSW7WGqUjr5pJOQF9E4TRWJMeLvPIFWMcTWXZB1d771SJ0JNGTG4C4VSkiqjDyfwls2.png)

Hover on the warning icon to see a tooltip.

![](https://staticfiles.gleap.io/ghelparticle/KPni7cvAa0VA1WgoAPuXTvBwKhyAMeKm6ofLkv6TL7lB0oArfv7ezK8mpRYRJjQspYQrkWpwsHf.png)