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.”

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.