Plan team capacity

The Capacity Planner shows every team member’s weekly availability next to the hours they actually logged, so you can spot who is over-allocated and who has room for more work before you assign it.

Open the Capacity Planner

1. Select Timesheet in the sidebar.

2. Switch to the Capacity Planner tab. This tab is visible to Owners, Admins, and Portfolio Managers; team members see only their personal Timesheet tab.

3. Use the Weekly / Monthly toggle at the top right to change the period. Weekly shows one editable week; Monthly aggregates the weeks of the current month.

Set each person’s available hours

In the Weekly view, click a person’s value in the Available column and type their hours for that week. Availability is stored per person, per week, so part-time schedules, ramp-up weeks, and vacation weeks can all differ. Anyone without a value defaults to 40 hours per week.

Tip

Set availability before the week starts. Capacity feeds more than this screen: timesheet compliance can use it as each person’s expected hours, and the Forecast view projects from it. See Monitor timesheet compliance and Forecast billable capacity.

Read the utilization signals

Utilization compares logged hours against available hours. The in-page guide explains the color bands:

• Over 100%: over-allocated, more work than hours available.
• 80–100%: high utilization, near capacity.
• Under 80%: available for additional assignments.

The toolbar lets you search people, filter by role, and filter by utilization band, so a question like “who can take on more this week” is one dropdown away.

All hours vs Billable only

The View toggle above the table switches between All hours and Billable only:

• All hours counts every logged hour toward utilization.
• Billable only counts only hours logged on projects marked billable, and shows utilization against client-billable work alone.

The layout does not change; only the logged-hours and utilization columns recompute. This is the quickest way to separate “busy” from “busy on client work.”

Best practices

1. Set availability before the week starts, not after. Capacity drives compliance expected hours, forecast math, and assignment decisions. Setting it Monday morning shapes the week; setting it Friday evening describes the past.
2. Account for vacation, conferences, and other non-billable time in availability, not utilization. A person on vacation has 0 available hours that week, not 40 available with low utilization. The distinction makes utilization meaningful.
3. Use the Billable Only view for client-services utilization targets. Most consultancies target ~75-85% billable utilization. The toggle lets you read directly against that target rather than discounting non-billable in your head.
4. Filter by utilization band during weekly capacity planning. “Who’s under 80%?” is the right question for “who can take more work this week”; “Who’s over 100%?” is the right question for “who needs help getting unblocked?”. The filter is faster than scanning.
5. Pair Capacity with Sprints for hourly commitment. A sprint’s estimated-hours total should fit the team’s available hours for the sprint window. Capacity tells you the available side; the sprint plan tells you the committed side. They should approximately match.

Troubleshooting / common pitfalls

• A person’s row shows 40 hours even though they’re part-time. The 40-hour default applies when no availability is set. Edit the row to reflect actual availability.
• Utilization shows over 100% but the person isn’t burned out. Check whether (a) logged hours include non-work entries (e.g. someone forgot to mark training as billable); (b) availability was set too low for that week (vacation that didn’t happen). The fix is at the data layer, not the math.
• The Billable Only view shows 0 for everyone. No project on which they logged hours is marked Billable. Verify the Billable flag on the Projects page; see Mark projects billable or internal.
• Monthly view doesn’t reflect this week’s edits. Monthly aggregates already-saved weeks. If you edited but the change didn’t save (you navigated away without clicking save), the edit was lost.
• A team member can see the Capacity Planner tab. They probably have a manager-tier role. Check Settings → People → permissions.

How this combines with other features

• Capacity + Compliance. The expected weekly hours used in compliance can pull from the Capacity Planner’s availability — so part-time team members aren’t unfairly compliant against a 40-hour bar. See Set expected hours overrides.
• Capacity + Sprints. Sprint commitment in estimated hours should fit team available hours. The Capacity Planner shows the available side; the sprint board shows the committed side.
• Capacity + Forecast. Forecast extends this week’s billable utilization forward 4 weeks. Adjust availability for known future weeks and the Forecast updates. See Forecast billable capacity.
• Capacity + Rate cards. Available hours × billable rate = potential billable revenue. Capacity Planner doesn’t show this directly, but Reports can model it.

Coming from another tool

Tool	Mapping
Microsoft Project Online Resource Center	Direct concept
Smartsheet Resource Management	Direct
Float	Single-purpose tool; Onplana integrates capacity with the rest of PM
Resource Guru	Similar weekly availability model
Tempo Resource Planner (Jira)	Similar

FAQs

Who can edit available hours? Owners, Admins, and Portfolio Managers can edit any row in the Weekly view. Monthly view is aggregated across weeks, so editing happens in Weekly only.

What happens on plans below Pro? The Capacity Planner is part of resource management, which is included from the Pro plan up. Below that, the Capacity tab shows an upgrade notice instead of the planner.

What makes a project count as billable? The project’s Billable flag, set on the Edit Project form. Hours logged to billable projects feed the Billable only view and the billable utilization figures.

Can team members see each other’s utilization? No. The Capacity Planner tab is hidden for the Member and Guest roles; they see only their own timesheet.

Can I set bulk availability for a holiday week? Not as a single action today — set each person’s row individually. A copy-paste workflow (set one to 0, copy that value across rows) is the fastest path.

What does a person on vacation look like? Available 0, Logged 0, Utilization n/a. The math accommodates zero-available weeks gracefully.

Does availability respect the org-wide working calendar? Default 40h/week assumes Mon-Fri 8h. Custom availability overrides this for that week. Org-wide calendar holidays reduce default available hours on the affected weeks.

Related

• Log and submit timesheets — the source of “logged” hours
• Set expected hours overrides — capacity-aware compliance bars
• Forecast billable capacity — extending availability forward