How Team Workload works

Last updated: August 2026

Team Workload is a web app that puts every teammate’s Microsoft Planner tasks in one view. Sign in with your Microsoft account and you see who’s doing what, what’s overdue, what’s due this week, and how the team’s workload is trending — across every plan you already have access to, without clicking through them one at a time.

Who it’s for

Team leads, managers, and coordinators who run work across more than one Planner plan and need a single place to answer “who’s on what, and what’s slipping?” — without a Power Automate flow, a spreadsheet export, or a click-through of every plan before a standup or 1:1.

Team Workload is organized into five tabs, each answering a different question across every plan you can access:

Dashboard — the page you land on when you open the app: an at-a-glance charts overview of the whole team’s open work, broken down by plan, by bucket, by priority, and by person, with each bar coloured by task status. It’s the fastest way to see the shape of the team’s work before drilling into the other tabs.
Workload — every task assigned to every teammate, grouped by person, so you can see who’s behind and who has capacity. Per-person counts sit next to each name.
Schedule — a month-grid calendar that drops every task on its due date, coloured by plan, so the whole team’s deadlines sit on one calendar.
Overdue — a triage worklist for “what do I act on today?”, banded by how late things are, with the most urgent tasks ordered first within each band, and running counts for overdue, due-this-week, unassigned, and no-due-date tasks.
Trends — charts that show whether things are getting better or worse over time: whether the pile of open work is growing or shrinking, how fast the team is actually clearing tasks each week or month, and how the backlog’s status mix is shifting. Choose a window of the last 30 days, 90 days, or 12 months.

Across every tab you can filter by plan, label, or priority to narrow to the slice you care about — the priority filter lets you pick any of the four levels (Urgent, Important, Medium, Low) to focus on just the work at those levels. You can also filter by person using a quick preset: Everyone to see the whole team at once, My direct reports — the people who report to you, read from your organization’s directory in Microsoft 365 — or Custom to hand-pick specific teammates (your own name sits at the top of the list, so a just-me view is a single pick). New users start on Everyone and can narrow from there. In a large organization, Everyone lists the most-loaded people first and tells you the full head-count, so even a big team stays scannable.

You only ever see the plans you already have access to in Microsoft Planner. Team Workload doesn’t widen your access — it just gathers what you can already see into one place.

A note on the Trends history

Two of the Trends charts are drawn from your existing task history, so they’re populated from day one. The third — the point-in-time status mix — can only be built forward from the day Team Workload first started recording it for your team, so any period before that is left honestly blank (“not recorded yet”) rather than guessed at. It fills in as the record grows.

Export to Excel or PDF

Any view can be exported straight from the Export button in the toolbar, which offers two choices.

Excel downloads a spreadsheet (.xlsx) of exactly the tasks you’re looking at right now — the same tab, the same plan, label, priority, and person filters — with one row per task and readable columns: title, plan, bucket, assignees, status, % complete, priority, labels, and dates (start, due, and created/completed when set). Because the file follows your current view, an unfiltered export is the whole team’s tasks across every plan in one spreadsheet; narrow with the filters first to export just the slice you care about. The button shows the exact count it will export (for example, “Excel — 128 tasks across 12 plans”) so there are no surprises.

PDF — current view saves or prints the tab you’re looking at as it appears on screen — the charts and lists of the current view, under the current filters. The printed page adds a short report header at the top so the file explains itself without a covering note: which view it is, the scope it covers in plain words (which plans, which people, any labels or search term, and — on Trends — the time window), the date you produced it, and the time the data was last refreshed. Your browser’s print dialog then lets you save it as a PDF or send it to a printer. As with Excel, the file matches your current view, so filter first to share just the slice you mean to.

How it works, step by step

You sign in with Microsoft. All sign-in happens through Microsoft’s own login — Team Workload never sees your password. You grant it permission to read your Planner data on your behalf.
It reads your Planner plans and tasks through the Microsoft Graph API — the same data you’d see in Planner itself: plan, bucket and label names; task titles, due dates, status and priority; and who each task is assigned to.
It builds your workload view and caches a snapshot so the view loads quickly. The snapshot reflects the plans you can access, and refreshes when you open the view or press Refresh.
You move between the Dashboard, Workload, Schedule, Overdue, and Trends tabs — and filter by plan, label, or priority — to get the picture you need.

Team Workload only ever reads your Planner data. It never creates, edits, or deletes tasks, and it never touches anything outside Planner — no email, no files, no chat messages.

Basic and Premium plans

Team Workload shows both kinds of Microsoft Planner plans:

Basic plans work as soon as you sign in.
Premium plans (Project for the web) need a one-time Connect step, because Microsoft stores Premium plan data separately (in Dataverse). Once connected, Premium tasks appear in the same unified view alongside everything else. Note that after you edit a Premium task in Planner, it can take about half a minute to show up on the next refresh.

Admin approval

Some Microsoft 365 organizations require a tenant administrator to approve a new app before anyone can sign in. If sign-in shows a “Need admin approval” message, an admin can approve Team Workload from the admin-consent link on our home page — or you can copy that link and send it to them.

Your data and privacy

Read-only. Team Workload can read your Planner data; it can’t change it.
Your access, not more. You see only the plans and tasks you can already reach in Planner.
Encrypted and short-lived. The token that lets us read on your behalf is encrypted at rest, and cached workload snapshots expire automatically within 30 days of your last refresh.
No selling, no ads. We never sell your data or use it for advertising.

For the full detail — exactly what we store, where it’s hosted, our sub-processors, retention, and your rights — see the Privacy Policy and Terms of Service. If anything on this page and the Privacy Policy ever disagree, the Privacy Policy is the authoritative source on data handling.

Pricing and trial

Team Workload starts with a 30-day free trial — no card required to start. See current plans and pricing on the Pricing page.

Getting started

Go to planner.crosstowntech.com and sign in with Microsoft.
Approve the read-only permission (or send the admin-consent link to your admin, if your org requires it).
Your unified workload view loads. Connect Premium plans if you use them.

Questions or feedback? Email us at support@crosstowntech.com.