Capacity Planning
Track team utilization and ensure workloads are distributed effectively across your team.
Weekly Capacity
Each team member has a configured weekly capacity — the number of hours they’re expected to work per week. This serves as the baseline for utilization calculations.
Setting Capacity
- Workspace default — Set a default weekly capacity in Settings (e.g., 40 hours).
- Per-person override — Customise capacity for individuals who work different schedules (e.g., part-time at 20 hours, overtime at 45 hours).
Where Capacity Is Used
- Time page — Weekly totals show progress toward capacity.
- Reports — Utilization percentages compare tracked hours against capacity.
- Team overview — See who’s over or under their expected hours.
Utilization
Utilization measures how much of a person’s capacity is being used:
Utilization = Tracked Hours / Weekly Capacity × 100%Billable Utilization
A more focused metric that looks at only billable hours:
Billable Utilization = Billable Hours / Weekly Capacity × 100%This tells you how much of someone’s time is generating revenue.
Understanding the Numbers
| Utilization | Interpretation |
|---|---|
| Below 70% | Potentially underutilized — may have capacity for more work |
| 70-90% | Healthy range — productive with room for non-project work |
| 90-100% | Fully loaded — little room for unexpected work |
| Above 100% | Overloaded — working beyond expected capacity |
These ranges vary by industry and role. A developer might target 75% billable utilization to allow time for learning and internal work, while a consultant might target 85%.
Using Reports for Capacity Planning
Team Utilization Report
Run a Time report grouped by Team Member to see:
- Total hours per person
- Billable vs non-billable breakdown
- Compare against capacity targets
Identifying Issues
- Consistently under capacity — May need more project assignments or the capacity setting is too high.
- Consistently over capacity — Risk of burnout. Consider redistributing work or adjusting the capacity expectation.
- High total hours, low billable — Too much time on internal/non-billable work.
Tips
- Review capacity weekly during team standups.
- Adjust capacity settings when team members change their working patterns (e.g., going part-time).
- Use the Week View to spot days with unusually low or high tracking.
- Factor in holidays and PTO when evaluating monthly utilization.