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Know if an Asana team member has room for more work
For managers deciding who takes the next job, who want allocations, open tasks and logged time weighed by their AI assistant.
On this page
Connector
Connect Asana, pick your AI tool and paste the prompt.
The problem
Assigning work without knowing capacity
Before giving someone more work you need to know whether they have room. That means adding up overlapping allocations in Asana, counting open and overdue tasks and checking logged time.
Without PopdockAI
- Add up overlapping allocations by hand
- Count open and overdue tasks
- Check recent logged time
- Overload someone by accident
With PopdockAI
- Allocations, open tasks and four weeks of time read
- Overlapping allocations added together
- Work without allocation, and allocation without work, flagged
- A capacity call with the numbers, nothing changed
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Check the workload of `{person-name}` over the next `{weeks-ahead}` weeks (default 4): what they are allocated to, what open work they hold, and what their recent logged time says about capacity.
**Step 1: Resolve the person**
Call `asana-get-user` with `name` set to `{person-name}` (or `name.contains`, or `email`). If more than one user matches, list them with their email and stop. Record the `user-id`.
**Step 2: Allocations**
Call `asana-get-allocations` with `assignee-id` set to the user id and `end-date.from` set to today, so only current and future allocations come back. For each allocation note the project, start and end date, effort type and effort value. Where allocations overlap in time, add up their effort for the overlap.
**Step 3: Open tasks**
Call `asana-get-tasks` with `assignee-id` set to the user id and `completed` set to false. Count the open tasks, the overdue tasks, and the tasks due within the next `{weeks-ahead}` weeks, grouped by project.
**Step 4: Recent logged time**
Call `asana-get-time-tracking-entry` with `created-by-id` set to the user id and `entered-on.from` set to 28 days ago. Work out the average hours logged per week.
**Step 5: Report**
* **Allocations:** a table of project, dates, effort, with overlapping periods and their combined effort highlighted
* **Open work:** open, overdue and due-soon counts per project
* **Mismatches:** projects where they hold due-soon tasks but have no allocation, and allocations with no open tasks behind them
* **Assessment:** over-allocated, balanced or has spare capacity, with the numbers that decided it
**Rules & Guidelines:**
* Read-only. Do not call `asana-create-allocation`, `asana-update-allocation`, `asana-update-task` or any other create or update tool. Recommend rebalancing; do not perform it.
* Treat percent effort over 100 across overlapping allocations as over-allocated. If effort is recorded in hours, compare it with a 40-hour week and say you did.
* If the person has no allocations at all, base the assessment on open tasks and logged time and say allocations are not in use for them.
**Validation:**
* If nothing comes back from any of the three reads, say the person has no tracked workload in Asana.Who it's for
One answer, three teams that use it
Resource managers
Check capacity before staffing
See whether a person is over allocated, balanced or has room.
Does Priya Shah have room for the Contoso project over the next 4 weeks?
Project managers
Find hidden overload
Due tasks on projects with no allocation reveal unplanned work.
Is Sam Patel carrying Asana tasks on projects he is not allocated to?
Team leads
Spot spare capacity
Allocations with no work behind them show time you can use.
Who on my team has spare capacity in Asana for the next 8 weeks? Start with Dana Whitfield.
How it works
What PopdockAI does when you ask
You name the person and how far ahead to look, and your AI assistant assesses their capacity. It recommends rebalancing but changes nothing.
01
Ask
You name the person and how many weeks to look ahead.
02
Read
It reads their allocations, open tasks and the last four weeks of logged time.
03
Compare
It adds up overlapping allocations and spots work with no allocation behind it.
04
Assess
You get an over-allocated, balanced or spare capacity call, with nothing changed.
What PopdockAI provides
The tools behind the answer
Ready made tools for Asana and one secure connection to your AI tool. No code, no exports.
asana-get-user
asana-get-allocations
asana-get-tasks
asana-get-time-tracking-entry
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Work assigned with real capacity figures
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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