How to Achieve Resource Allocation Reportings

[Mukadder AKPINAR]

Hi,

I want to get the following 2 reports in Jira. How can I do this? Is it possible to do it with Out-Of-Box features in Jira, or do I need to use an add-on?

1. Who is working on which projects, on which tasks, start-end dates: I want to report each resource, their assigned tasks and their start-end dates, including all the projects that are created in Jira for our company.

2. Who doesn't have any tasks: I want to report all the resources in our company who don't have any tasks assigned to them, which aren't done, so I can report which resources are available for different project allocations.

Thank you.

[Mary from Planyway]

@Mukadder AKPINAR 

Let's break down how you might achieve them in Jira natively.

1. Who is working on which projects, on which tasks, start-end dates

Jira's native filters (JQL) can get you part of the way there. You could create a filter like assignee in membersOf("your-team-group") AND statusCategory != "Done" ORDER BY assignee, duedate. This would show you tasks assigned to your team members that aren't done, ordered by assignee and due date. You can then add columns for "Project," "Assignee," "Summary" (task name), "Start Date" (if you're using a custom start date field), and "Due Date".

2. Who doesn't have any tasks (undone)

There isn't a direct JQL query that says "show me users who are not assigned to any active issues".

You'd first need a list of all active users in your company that you consider "resources." Then, you'd run a JQL query for all issues that are not in a "Done" status: statusCategory != "Done". From the results, you'd identify all assignees. Then, you'd manually compare your full list of resources against the list of assignees to find who's missing. This is cumbersome and not scalable.

For both of these reporting needs, especially when you want a visual and actionable dashboard, I strongly recommend Planyway for Jira.

• Planyway transforms your Jira data into an intuitive, visual timeline. You can see all your resources (engineers, designers, etc.) as individual rows, and their assigned tasks are laid out across a timeline with clear start and end dates. This immediately answers "Who is working on which projects, on which tasks, start-end dates." You can easily filter by project, team, or individual to get the view you need.
• One of Planyway's key features is workload. The app calculated if someone is under or overalocated based on the set capacity, task durations, and estimation (original, remaining or internal). You can balance workload by simply stretching work items. 
• If you still need a spreadsheet report of all that data, Planyway also provides excellent export capabilities. You can configure your view and then export the data into Excel/CSV format, which is perfect for further analysis or sharing with stakeholders who prefer spreadsheets.

[Rahul_RVS]

Hi @Mukadder AKPINAR 

Welcome to the community !!

As suggested by Jason, for deeper insights, If you would like to try a mktplace app for tracking resource workload and capacity planning across multiple projects/boards, take a look at

Capacity Planner 

The app offers:

1. Resource Tracking and Allocation : The app allows you to monitor and track various resources by adding them as part of a template, and their work allocation across multiple projects / sprints.

2. Real-time Visualization: Provides intuitive charts, graphs to visualize resource utilization and capacity levels in real-time.

3. Full Sprint / Project Fix version Capacity and Monitoring

Mode details here

Disclaimer : I am one of the app team member

[Edward Whitemore]

Hi: @Mukadder AKPINAR 

You can also do this using Jira Dashboards with custom filters.
Use a filter like assignee is not EMPTY ORDER BY assignee, duedate to see who’s working on what, and add it to a Two-Dimensional Filter Statistics gadget.

For users without tasks, just run assignee is EMPTY AND resolution != Done.
This gives a quick view of workload and available team members without any add-ons.

[Jason U]

Hi @Mukadder AKPINAR,

That’s a great question — resource allocation visibility is something many teams try to achieve with Jira!

Here’s how you can approach both of your reporting goals without using paid add-ons (just using Jira Cloud Premium features):

Who is working on which projects/tasks and their start–end dates

You can achieve this with a combination of filters + Jira Plans (Advanced Roadmaps):

• Create a Plan including all relevant projects.

• Make sure you include the fields Assignee, Start Date, and Due Date (or custom date fields).

• Switch to the "Team View" or "Assignee grouping" mode to see who is working on what.

• Export the view (CSV or PDF) if you need to share it.

📍 Tip: If your team uses "Actual Start" and "Actual End" custom fields, you can also display them inside the plan for more accurate reporting.

Who doesn’t have any tasks

For this, you can use a simple JQL filter like:

assignee is EMPTY AND status != Done

Or, to specifically list users without any assigned issues across all projects:

• Go to Reports → Workload by Assignee (if you have Jira Premium).

• You’ll see which users have no workload assigned.

Alternatively, you can run this using JQL with user lists:

assignee not in (activeMembersOf("jira-software-users")) AND resolution = Unresolved

Optional add-ons (if you ever need deeper insights)

If you need more granular control (availability %, multi-project load, etc.), apps like Tempo Planner, ActivityTimeline, or BigPicture are great options.

[Mukadder AKPINAR]

Thanks Jason. In fact exactly I need to list the users without any assigned issues across all projects. We're using Jira Premium but in the REports section I can see User Workload Report that works for the selected user only, and Version Workload Report that works for a specific version. I couldn't see the Workload By Assignee report in the Report section.

And also how can I write this query as JQL? The query result should give me the resource list without any assigned issues across all projects.

Thanks.

[Jason U]

JQL works issue-centric (data-centric) — not user-centric.
So a query like “show me people who don’t have any work” isn’t theoretically possible,
because JQL can’t return data that doesn’t exist.

In Jira, the fundamental data object is the issue.
Everything revolves around it — assignee, date, status, etc. are all tied to that issue.

That’s why JQL works like this:

“Show me the issues that match these parameters.”

But not like this:

“Show me what doesn’t match them (i.e., data that doesn’t exist).”

Examples:

✅ assignee is EMPTY works → because “issues without an assignee” actually exist.
❌ “assignees without issues” doesn’t work → because there’s no issue data linked to that person.

In short:

“Find people with no work” = “Find data that doesn’t exist.”
If there’s no data, there’s no result.

💡 How can we handle it?

There are 3 practical ways:

Manual Dashboard Method (for small teams)

Create per-person gadgets with specific JQL filters.
For example:

assignee = Person A AND status != Done
assignee = Person B AND status != Done
 

Dashboard sections returning no results mean that person currently has no assigned work.
However, this approach becomes inefficient for large teams.

Atlassian Analytics (for Premium / Enterprise users)

Using Jira Data Lake, you can run SQL-style anti-joins to find users without issues.

Example query:

SELECT u.account_id, u.display_name FROM users u LEFT JOIN jira_issues i ON i.assignee_id = u.account_id AND i.status_category <> 'Done' WHERE i.issue_key IS NULL;

This directly returns users who have no issues assigned.

REST API + Script (works for all plans)

Use a simple script (e.g., in Python):

1. Get all active users:
   /rest/api/3/users/search

2. For each user, run a query:
   jql=assignee=<id> AND statusCategory != Done

3. Users returning 0 results = users with no open work.

This works in every plan but requires basic scripting knowledge.

[Mukadder AKPINAR]

I tried to do it with Atlassian Analytics but in our Jira(we're using Premium) we don't have Atlassian Analytics. When I researched I saw that it's enabled for Enterprise version. Also I don't see User Workload Report. Isn't there a way to have get this report from Jira ?

[Jason U]

You can see for each project like this way;

1) Go to project
2) Have a look to upper project settings bar and find reports
3) Select Reports from the bar
4) Click ''User Workload Report''

 

[Jason U]

But as I mentioned before, it works with single project. You have to check this on all project for all people.