Know who can do what - and who has time when.
One central profile per person: skills, availability, roles and workload. Instead of scattered spreadsheets nobody quite trusts.
12
On the team
8
Available
2
Overbooked
Sandra Merz
Scrum MasterTobias Klein
BackendAylin Kaya
UX/UIJonas Vogt
DevOpsThe question is rarely who is on the team - but who has time right now.
As soon as several projects compete for the same people, resource planning turns into guesswork. Sound familiar?
Skills live in people's heads
Who actually knows Kotlin, who is certified? Only those who have been around long enough.
Workload is a gut feeling
One person is drowning, another is idle - but nobody can see it in black and white.
Absences catch you out
The holiday only surfaces once the task has already been assigned.
Responsibilities scattered
Master data in the HR tool, roles in the project, availability in the calendar - none of it talks to each other.
One home for everything that makes up your team
WORKSPACE.PM brings master data, competencies, availability and workload together - from the single profile to the PMO cockpit.
Capture
One central profile per person: master data, role, day rate, working hours.
Qualify
Skills and attributes from a free taxonomy - maintained by the team itself.
Assign
Roles, teams and permissions control who sees and may do what.
Balance
Keep availability and workload in view across every project.
Central employee record
One record per person - instead of five half-baked ones in Excel
Master data, system role, contact, language, day rate and working-time model in one place. Every administrative change is logged - you can trace who changed what and when.
- All master data in a single form - no system breaks
- Day rate and working-time model attached to the profile
- Deactivate instead of delete: history and assignments stay intact
- Full activity log per employee account
Sandra Merz
Project lead · Team North
Aylin Kaya
Frontend · React
Jonas Vogt
Fullstack · React
Sandra Merz
Scrum Master · React
Skills & competencies
Plan by competency, not by name
A freely configurable taxonomy of skills, roles and interests - maintained by the team or centrally. Find in seconds who knows React, is certified or sits at the North site.
- Define your own skill, role and attribute categories
- Self-service: everyone maintains their own competency profile
- Filter by capability - people and machines in one pool
- Optional day rate per skill for cost calculation
Availability & absences
Never assign tasks to people who are away again
Holidays, sick leave and other absences are maintained by each person - or by administration. Capacity planning works with real absences instead of a gut feeling.
- Absences with period and reason - self-service
- Availability display: currently away and upcoming absences
- Capacity calculated from working-time model and absences
- Personal workload visible right in your own profile
Availability · next 6 weeks
Capacity removes absences automatically
Department North
Workload in the PMO cockpit
Over- and under-load - across projects at a glance
The org-wide utilization matrix shows every person and machine across weeks or months: booked hours, effective capacity, absences. One click on a cell reveals where an overbooking comes from - without exposing other projects' internals.
- Utilization, booked or free hours - switchable per cell
- Filter by department, skill or „overbooked only“
- Booking drill-down shows the causes per period
- Scales to hundreds of employees, grouped by department
Teams & team explorer
See at a glance who on the team is working on what
Teams bundle people into their own workspaces - with clear roles from lead to observer. The team explorer shows members × projects in a matrix: ideal for workload and cover questions.
- Team workspaces with Kanban, explorer, wiki and meetings
- Three clear team roles: lead, member, observer
- Team explorer: members × projects including role and status
- User groups for fast bulk assignments
Team explorer · Team North
Members × projects
Roles & permissions
Roles & permissions
Every role gets exactly the rights it needs
A role-permission matrix controls down to the function level who may see and change what - globally in the tenant and per project. Protected system roles prevent anyone from accidentally locking themselves out.
- Fine-grained levels: none, view, editor, administration
- Global and project-specific roles controlled separately
- Tailored roles instead of rigid defaults
- Change history per role - who changed which right and when
So resource planning doesn't become a full-time job itself
WORKSPACE.PM keeps the data current without anyone constantly maintaining it.
The team maintains itself
Skills, contact details and absences are kept current by each person in their own profile - that relieves administration and cuts tickets.
The AI knows your context
„my tasks“, „for the design team“, „assign it to Anna“ - the AI assistant resolves people, teams and self-references automatically.
Nothing gets lost
Anyone who leaves is deactivated, not deleted: history, workload and assignments stay traceable.
Maintained profiles become capacity planning for the whole portfolio
Whatever a single profile holds in skills, working hours and absences rolls up automatically into org-wide resource planning - across projects, without anyone copying spreadsheets together.
Frequently asked questions
What team and resource owners want to know before switching.
No. WORKSPACE.PM is not a payroll or HR system, but the operational view of team and resources: skills, availability, roles and workload for project work. Master data such as day rate and working-time model live where they are needed for planning.
From a freely configurable taxonomy. A new tenant starts with an example structure of skills, organizational attributes and interests; you add your own categories and entries at any time. Employees maintain their profile themselves or administration does it centrally.
Yes. Machines and equipment are captured as non-human capacity carriers with their own daily capacity; they appear in the utilization matrix with the same skill filters. External contributors are managed as team members without their own account.
That is governed by the role-permission matrix down to the function level - globally and per project. In the utilization drill-down, bookings from projects someone may not see are masked as „another project“ rather than exposed.
Yes. The utilization matrix groups by department, collapses large groups automatically and optionally filters for overbooked resources only - performant across the entire organization.
Bring clarity to skills, availability and workload.
Try WORKSPACE.PM free for 30 days - no credit card. Set up your first team in minutes.