Everhour adds workload planning and timesheet review to Basecamp projects so assigned work can be checked against real capacity.
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Basecamp workload tracking is for deciding who can take the next piece of work without overloading the week. The useful view starts with each person's weekly capacity, then compares it with assigned project and task effort. A to-do with an assignee and due date gives ownership and timing; the workload layer turns that assignment into planned hours against a person.
A clear workload view separates commitment from activity. A person with many Basecamp to-dos may still have available hours if those tasks are small or spread across future weeks. Another person may look lightly assigned and still exceed capacity because two projects need focused work in the same date range. Workload tracking turns those conflicts into visible weekly totals.
The cleanest setup assigns planned effort to the work item that creates the load: a project for rough planning or a task for sharper assignment review. Everhour's Basecamp reporting can keep project, to-do, list, task ID, and task status together, which makes later workload review easier to audit without separating the hours from the original work context.
A practical weekly plan uses three fields consistently: assignee, date range, and estimated effort. For example, a design to-do assigned to Maya from Monday through Wednesday with 12 planned hours uses 4 planned hours per day. That planned load should sit beside other project commitments, time off, and tracked work so the week shows total demand against capacity.
Workload tracking fails when managers treat due dates as capacity. A due date shows urgency; it does not show effort. Two one-hour fixes and a 20-hour implementation can share the same Friday deadline, but they do not create the same workload. The decision point is assigned hours against weekly availability, not the number of open to-dos.
The overload signal should lead to a specific action. Move work to another person with available capacity, shift the date range, reduce scope, or split the to-do so review, implementation, and rework sit in visible pieces. Tracked time then corrects the next plan: repeated overruns on the same kind of to-do mean the estimate needs to rise.
A one-off workload snapshot is enough for a small handoff, a single project sprint, or a quick check before assigning one more to-do. It should show each person's available weekly hours, assigned project load, time off, and any planned work that exceeds capacity. That snapshot stops being enough when multiple projects compete for the same people every week.
Everhour turns Basecamp workload tracking into a managed workflow by comparing planned capacity with actual tracked time and feeding weekly project hours into Everhour Timesheets. Users can submit time for review, and managers can approve, reject, partially approve, or lock entries before billing, payroll review, or reporting uses them.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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G2
Summer 2026
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Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Track workload by person first, then break it down by Basecamp project and to-do. The manager needs one weekly view that shows capacity, planned hours, time off, and tracked work across all active projects. Project-only totals hide overload when the same person carries work on several clients or internal initiatives during the same week.
Workload is assigned or planned effort against available capacity. Utilization is a ratio, and the definition matters before anyone uses it. Billable-to-available utilization measures billable work divided by available hours. Busy-to-available utilization measures all tracked work divided by available hours. Those two numbers answer different management questions.
Start with the person whose planned hours exceed weekly capacity, then inspect the projects causing the excess. Move a task, extend the date range, reduce the estimate, or split work between people only when the work can actually be divided. Leaving the plan unchanged makes the overload part of the schedule instead of a management problem to solve.
Planned hours belong on the work items that create measurable effort, usually projects or to-dos. To-do lists help group work, but a list-level total becomes hard to manage when several people share the list. Assigning planned effort to the responsible person and the actual to-do gives the cleanest path from forecast to tracked reality.
Tracked time shows whether the plan matched the work. A person planned for 30 hours and tracking 42 hours is carrying more real load than the forecast showed. A task planned for 10 hours and repeatedly finishing near 16 hours needs a higher future estimate or a smaller scope before the next assignment.
Everhour Timesheets collect weekly project hours and working hours by person, so Basecamp work can move into a review step before billing or payroll review. Managers can approve, reject, partially approve, and lock submitted entries, which keeps reviewed workload records from changing after approval.
Everhour Resource Planning gives managers a visual timeline with member and project views, weekly capacity, availability gaps, and time off. Planned assignments can be created for a project, task, client, or time-off block, then compared with actual tracked time as the week changes.
Use Everhour Timesheets to turn Basecamp project hours into submitted, approved records that support billing review, payroll review, and cleaner workload decisions in Everhour.
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