Capacity Planning
Plan team capacity and workload distribution
Overview
Capacity planning helps you understand your team's availability and ensures work is distributed effectively without overbooking anyone.
Understanding Capacity
Each team member has a defined daily and weekly capacity:
| Metric | Default | Description |
|---|---|---|
| Daily capacity | 8 hours | Maximum hours available per day |
| Weekly capacity | 40 hours | Total hours available per week |
Custom Capacity
Admins can set custom capacity for each team member in their profile settings. This is useful for part-time employees or those with different working arrangements.
Capacity View
The Forecast calendar shows capacity status for each day:
- Available - Empty or partially filled day cells
- Fully allocated - Day matches the capacity exactly
- Over-allocated - Red indicator when hours exceed capacity
Capacity Summary
The forecast provides a summary showing:
| Metric | Description |
|---|---|
| Total capacity | Sum of all team members' available hours |
| Allocated | Hours already assigned to projects |
| Available | Remaining unallocated hours |
| Utilization % | Percentage of capacity that's allocated |
Individual Capacity View
For each team member, you can see:
- Their daily capacity setting
- Hours allocated each day
- Available hours remaining
- Visual indicator of allocation status
Identifying Capacity Issues
Over-Allocation
When someone is allocated more than their capacity:
- The day shows a red/warning indicator
- Hover to see the total allocated vs. capacity
- Consider redistributing work to other team members
Address Over-allocation
Over-allocated team members may struggle to complete all assigned work. Review and adjust allocations to keep workload manageable.
Under-Utilization
When team members have significant available capacity:
- Days appear lighter or show available hours
- Consider assigning them to projects that need resources
- Or use the time for professional development
Capacity Planning Tips
Leave Buffer Time
Don't allocate 100% of capacity. Leave buffer for:
- Team meetings and standups
- Unexpected urgent requests
- Administrative tasks
- Communication and collaboration time
A common practice is to allocate only 75-80% of total capacity.
Balance Workload
- Review the team view regularly to spot imbalances
- Redistribute work from over-allocated to under-allocated members
- Consider skills and project requirements when balancing
Plan Ahead
- Look at upcoming weeks and months
- Identify potential capacity gaps before they become problems
- Adjust project timelines if resources are limited
Capacity Reports
Generate reports to analyze capacity:
- Team capacity report - Shows allocation vs. capacity for all members
- Utilization report - Historical utilization percentages
- Project resource report - Resources allocated per project
Best Practices
- Review weekly - Check capacity at the start of each week
- Address red flags - Don't ignore over-allocation warnings
- Communicate - Discuss capacity with your team regularly
- Adjust as needed - Plans change; update allocations accordingly
- Track actuals - Compare planned allocation to actual time tracked