Project leads demand their resources as hours for each function and cost tier. Drafts can be iterated with context from history and initial budgets, but once Frozen, the numbers lock—so downstream planning isn’t moving against a rolling target. Because each project’s budget profile is declared independently, ProjoLink aggregates an unbiased view of future demand across the whole organization. That’s the foundation for credible utilisation and hiring decisions.

Roles Involved: Forecaster
This is usually the Project Lead but can be anyone the organisation assigns with deputies if required

With demand fixed, Allocators balance workloads across projects. The planner shows demand fulfilment per role/cost tier, user Load vs Capacity and prevents edits on non-working days or holidays. Allocations move from Draft → Submitted; days that pass become immutable, so your variance analysis isn’t distorted after the fact. If re-balancing is required, ProjoLink captures edits to reveal how often you had to firefight.

Roles Involved: Allocator
This is usually the Head of Department or Function but can be anyone the organisation assigns with deputies if required.

Execution is simple: the mobile experience surfaces upcoming assignments, timesheets, and holiday requests in one flow. Actuals are policy-aware (weekends/holidays excluded automatically). Conflicts don’t silently overwrite plans—they’re explicitly approved and the original allocation stays in the record. That gives you clean, trustworthy data for utilisation and variance KPIs without heavy policing.

Roles Involved: Everyone‍

Close the loop with a fact-based review. Because forecasts were Frozen and past-day allocations locked, your variance is real—not reconstructed. The system also extrapolates to Projected Utilisation by aggregating the independent project budget profiles you’ve declared. If a future month spikes above 100%, you can act early; if it sinks below ~80%, you know where to pull work forward or bid with confidence.

Roles Involved: Everyone + Executives