In this article, you’ll learn how to set up your team, sync estimates, balance workloads, schedule issues, and share your resource plan with stakeholders.

To get started, open the Workload tab. In the resource panel, you'll see all the users who are added to the connected Jira spaces.

If you need to make any changes, simply click on Users and you'll have the option to add or remove members.

Go to ⚙️ settings → Work schedule to determine how many working hours are available per day, either for the whole team or individually per user.

The Default scheme applies globally to all users, but you can update it by assigning a different scheme to specific users.

To apply a new work scheme:

To assign workload scheme:

Holiday schemes let you exclude holidays from your workload calculations. Simply select a country where a person works, and Planyway will automatically apply relevant holidays.

You can mark specific days as unavailable for individual team members, such as vacations, sick leaves, or any other days off.

These days are excluded from the person’s available working hours and directly impact workload calculation.

To create a vacation or day off:

In case a work item already has a start or end date, it’ll automatically appear on the timeline. If not, simply drag it from the Task Panel, drop it onto the timeline, and it’ll be scheduled and assigned to the selected user. You can then stretch the work item to adjust the duration or make changes directly in the card.

To make workload visible, you'll need to set up the estimation. By default, we don't sync estimates with Jira, but if you'd like to, scroll down to learn how.

When setting up the estimate, you can choose between two modes:

Click on the Capacity button to view the Workload Indicators. These indicators give you a clear view of whether each user is properly allocated.

Under allocated hours

Perfectly allocated hours

Over allocated hours

Stretch work items to change duration or update estimates to make workload perfectly balanced.

You can also decide how workload is distributed over time.

Click on View and navigate to Workload calculation. Choose between two modes: Liquid or Balance.

Workload is spread evenly across the issue duration.

For example, if you have a 40-hour issue scheduled over 10 working days, it will automatically allocate 4 hours per day.

This mode is especially useful for Scrum planning, where tasks are expected to progress steadily throughout the sprint.

Workload is distributed as early as possible, filling up each available day until the issue is complete.

For example, with a 40-hour issue scheduled over 10 days, it will allocate 8 hours per day for the first 5 days, and then no hours for the remaining 5 days.

Unlike Balance Mode, Liquid Mode takes into account:

This makes Liquid Mode especially useful for Kanban teams, where work is pulled and completed as quickly as possible while still respecting individual capacity.

While Planyway doesn’t sync estimates with Jira by default, you can choose to link estimates in Planyway to Jira fields like the "Original Estimate" or "Time Remaining".

If a work item already has an estimate, the duration will automatically adjust to match it when you drag the work item onto the timeline.

If you want to split a single work item between multiple users, simply right-click the work item and choose Multi-assign. Select the appropriate users, and the work item will be shared between them visually. Plus, each of these assigned pieces will have its own estimate.

To share your resource plan with other stakeholders, simply click Share. This will generate a link that, when opened, will display the exact same view for the others.

If you need to share it with external stakeholders who may not have access to Jira, you can save the view as a PDF and send it over.