Employee Workload Calculation and Notification – Balance Work Across Your Team
In most teams, some people are buried in work while others have spare capacity – and by the time you notice, deadlines are already at risk. This module calculates each employee’s upcoming workload from their project tasks, shows it colour-coded on the employee kanban (green for available, red for overloaded), and emails managers a daily summary so you can rebalance work before anyone burns out.
What Does This Module Do?
This module calculates and surfaces employee workload inside Odoo. For each employee who has a linked user, it works out the hours of assigned work coming up – drawn from their project tasks, based on each task’s deadline and remaining hours – and displays that total right on the employee kanban view. The figure is colour-coded so you can read the whole team at a glance: a green background means the employee is within their configured workload, while red means they’re overloaded. On top of the visual view, it sends daily email notifications to department managers and any nominated followers, highlighting employees whose workload is below where it should be so work can be redistributed. It turns capacity – normally invisible until something slips – into information you can act on in advance.
Why Do You Need It?
Uneven workload is one of the quietest drains on a team. In larger organisations it’s common for the same few people to carry a heavy burden while others sit under-utilised, and without visibility into who has what, managers can’t fix it until deadlines are already missed or someone is burning out. Seeing workload in advance changes that: if one person is overloaded, you can move some of their tasks to a colleague with spare capacity, keeping delivery on track and the team healthier. It’s also a revenue question – capacity sitting idle is money left on the table, and spotting under-loaded staff lets you put that time to productive use. This module gives you both the at-a-glance kanban view and the proactive daily mail, so balancing work becomes a routine decision rather than a crisis response.
When Should You Use This Module?
This module is for any organisation that assigns project work to a team in Odoo and wants to keep that work fairly and productively distributed. It’s ideal for project managers balancing tasks across a team, for department heads who need an early warning when someone is overloaded or under-loaded, and for leaders – managers, CTOs, CEOs – who want a regular read on how work is spread across the company. If you run projects in Odoo and struggle to see who has capacity and who’s at their limit, this gives you exactly that picture. It builds on Odoo Project and Employees, and uses your project tasks as the basis for calculation. Note that mail notifications require an outgoing mail server to be configured.
How This Module Works in Practice
Configuration is quick: in your company settings you set how many days ahead to calculate and the minimum workload hours for that window – for example, for the next 5 days at an 8-hour day, you’d set 5 days and 40 hours. From then on, each employee’s workload is calculated from their project tasks that fall within that window, using each task’s deadline and remaining hours; tasks whose deadline is outside the window, or that are blocked, are left out. The result appears on the employee kanban, green when within the threshold and red when over it. Each day, a per-department notification email goes to the relevant managers and to anyone who has chosen to follow workload notifications from their preferences, listing employee names, workloads and department details so responsible people always have the picture. The mail body can be customised on request.
Product Screenshots
Workload on Kanban – each employee's hours shown at a glance; green when within capacity, red when overloaded
Configuration – set the number of days ahead and minimum workload hours for the calculation
Notification Mail – daily per-department summary with employee names, workloads and department details
Key Benefits at a Glance
Workload at a glance: each employee's upcoming hours shown on the employee kanban view.
Green vs red: within-capacity employees show green, overloaded ones show red – readable in one look.
Calculated from tasks: based on project task deadlines and remaining hours, over a window you configure.
Daily notification mail: per-department summaries sent to managers and followers automatically.
Rebalance in advance: spot over- and under-loaded staff early and redistribute work before deadlines slip.
Ready to get started?
Install the module and go live in minutes — or reach out and we’ll tailor the calculation and notification mail to your workflow.
Have a question or need help? Write to us at [email protected]