It depends what you’re using it for! This is a tool for you - so do what makes sense for you!
The process is front ended so that once you have entered in your activities and associated tags it will be quick to update.
For People & Culture role design needs, it will be used ad-hoc, when needed.
Key trigger points where it makes sense to use the system, could include:
"People changes - people taking leave, resigns, promotions"
There is a "need to hire someone"
"People in my team are drowning"
"New project, client or initiative"
"Someone needs to go to part time"
To support consistent, rich conversations for Teams updates and reviews of the tool can be done weekly or monthly, depending on agreed cadence.
For new Managers, we suggest setting it up for their onboarding and using it in the first few 1-1s with the team members.
For team members wanting to work differently - more flexibly, part-time, remote, or to stretch to the next role for instance you could prepare a draft Team design that focuses on your role and suggested changes and share it with your Manager. This could be on an ad hoc basis.
For capacity planning, use it when and as priorities shift, new projects start or when workloads are too high.