Connectors

/

Asana

/

Check an Asana team member's workload
Report

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.

Try PopdockAI free
Get a live demo
Check an Asana team member's workload
Does Jordan Lee have capacity for another project over the next 6 weeks?
Jordan Lee is over-allocated. - Overlap: from 19 October, Northwind Onboarding at 60 percent and Contoso Migration at 50 percent make 110 percent - Open work: 14 open tasks, 3 overdue - Logged time: an average of 41 hours a week - Mismatch: tasks due on Fabrikam Support with no allocation I suggest rebalancing before adding more work.
Asana
Sample figures. Your results come from your own account.
asana-get-user
asana-get-allocations
asana-get-tasks
asana-get-time-tracking-entry

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Asana

Asana
Run it on your own Asana data.

Connect Asana, pick your AI tool and paste the prompt.

Try PopdockAI free

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.

Prompt
**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.

Your AI tool

02

Read

It reads their allocations, open tasks and the last four weeks of logged time.

asana-get-user
asana-get-allocations
asana-get-tasks
asana-get-time-tracking-entry

03

Compare

It adds up overlapping allocations and spots work with no allocation behind it.

No items found.

04

Assess

You get an over-allocated, balanced or spare capacity call, with nothing changed.

Your AI tool

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.

get-data

asana-get-user

Returns Asana users with their email and the workspaces they belong to.
get-data

asana-get-allocations

Returns Asana resource allocations: who is booked on which project, for which dates and how much effort. Use it to see capacity and planned workload.
get-data

asana-get-tasks

Returns Asana tasks with their assignee, projects, sections, tags, due dates and completion. Filter by assignee, project or due date to find open and overdue work.
get-data

asana-get-time-tracking-entry

Returns time tracked against Asana tasks, with who entered it, the duration and the date.
Read only.Nothing in Asana Changes

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.

How Popdock AI secures your data

The outcome

Work assigned with real capacity figures

Try PopdockAI free
Get a live demo

Related use cases

More ways to put this data to work

All Ramp use cases

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.

Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

Try PopdockAI Free
See Documentation