Capacity Planning

Set working days and weekly capacity, read capacity used and utilization, and manage holidays, repeated bookings, placeholders, milestones and visibility in Plan.

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.
  • Dashboard — Utilisation is measured against available capacity: capacity less holidays and approved time off (see Available capacity on the Dashboard).
  • Reports — Utilization percentages follow the workspace’s Utilisation metric setting.
  • Team overview — See who’s over or under their expected hours.

To work out how many working days a period actually contains, after weekends, public holidays and booked leave, use the free working days calculator on the website.

Working days

Capacity says how many hours a person works in a week; working days say which days those hours fall on. Someone on 30 hours over Monday to Thursday works 7.5 hours a day and has Friday off, which is not the same as 6 hours a day across five days.

Setting working days

Administrators set working days from Team → person → Working days (Pro and Business), or from Plan → Capacity on Business.

  1. Choose the days of the week the person works.
  2. Enter Hours per week. Keito splits them evenly across the chosen days, with any remainder on the last day (37 hours over five days is 7.4 hours a day; 40 hours over three days is 13.33, 13.33 and 13.34).
  3. Turn on Set hours per day if the days are uneven, and enter each day’s hours.
  4. Pick Effective from. It defaults to the start of the current week. An earlier date changes past capacity and the approval checks that use it.
  5. Click Save working days.

Each save adds a version from its effective date; earlier versions stay as they were, so history is preserved. The Previous patterns list shows every version, its date range and who saved it. Only a version that has not started yet can be deleted.

When the saved version is in effect today, the person’s weekly capacity is updated to match. Editing Capacity on the Team page while working days are set adds a new version from today with the new total spread evenly over the same days.

What changes in Plan

  • Days the person does not work are shaded like weekends on their row and show Off in the availability strip. They are never hidden by Hide weekends.
  • Bookings only count hours on working days. A Monday to Friday booking of 7.5 hours a day for someone who works Monday to Thursday plans 30 hours, not 37.5, and shows no over-allocation on the Friday.
  • Bookings set as total hours are spread over working days in proportion to each day’s hours, so the days always add up to the total exactly.
  • Public holidays count as days off for everyone; weekends count as days off unless a person’s working days include them.
  • Pending time off shows on the person’s row as a dashed chip labelled Pending, for example Pending · Annual leave, and does not reduce capacity until it is approved.
  • The row header shows the days when they are not Monday to Friday, for example 30h/week · Mon–Thu.

Bookings stay where they are when working days change; hours on days off simply stop counting.

Capacity used

Capacity used measures how much of a person’s contracted week they actually filled:

Capacity used = Tracked Hours / Weekly Capacity × 100%

This is the bar shown on the Team page. Above 100% means someone logged more than their expected hours.

Utilization

Utilization measures how much of someone’s time is generating revenue. Because teams define it differently, the denominator is a workspace setting — Settings → Utilisation metric:

Setting Formula Use when
Billable / capacity (default) Billable Hours / Weekly Capacity × 100% You want billable work measured against the week people are contracted for.
Billable / tracked hours Billable Hours / Tracked Hours × 100% You want the billable share of the time actually worked, independent of contracted hours.
Show both Both of the above Utilization uses tracked hours, and a second Availability metric reports billable against capacity.

The setting changes reporting on the Dashboard and Team pages only. No time entries are altered, and it can be switched back at any time.

Changing it does not affect the Contractor report or the weekly summary email, which continue to report tracked hours against capacity.

Available capacity on the Dashboard

On the Dashboard, capacity is available capacity: the hours people are scheduled to work (their working days or weekly capacity) less holidays and approved time off. Pending time off is not taken out.

  • With Billable / capacity, the Utilisation card reads of 22.50 available capacity. With Show both, the Availability card does.
  • Unless the setting is Billable / tracked hours, a breakdown line under the Utilisation chart shows how the figure was reached, for example 37.50h scheduled − 15.00h time off and holidays. Workspaces that show hours and minutes see 37:30 scheduled − 15:00 time off and holidays.
  • With Billable / capacity, Team utilisation ranks people by their billable share of their own available capacity.
  • When there is no available capacity to measure against, for example when everyone is on leave or it is a holiday, the percentage shows — instead of 0%.

The Team page and reports still measure against weekly capacity.

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.
  • The Dashboard already takes holidays and approved time off out of capacity; allow for them yourself on the Team page and in reports.

Holiday calendars and company holidays

Workspace owners and administrators on Pro or Business manage holidays under Manage → Time off. On Business, the same controls are also available in Plan → Capacity.

Holidays are non-working days: the approval check expects 0 hours, and leave booked over a holiday deducts nothing. In Plan, the holiday cell is hatched and the person’s capacity for that day is 0.

  • Holiday calendar — Open Manage → Time off and choose the workspace calendar under Public holidays: England and Wales, Ireland, United States (federal) or None (custom only). None turns off regional dates while keeping company holidays. The United States calendar is the eleven federal holidays with the observed-day rule (a Saturday holiday is observed on the Friday before, a Sunday holiday on the Monday after); state holidays are not included. One calendar applies to everyone in the workspace.
  • Company holidays — Beneath the calendar, administrators add workspace-wide days off that are not in the public calendar, such as each date of a winter break: pick the date, give it a name and choose Add holiday. Each date is one entry, and a date can only be added once. Use the pencil beside an entry to change its date or name, then choose Save holiday. Remove one with the × beside it.
  • Where they show — Company holidays appear exactly like public holidays: hatched in the Plan grid with the name on hover, as Holiday on the Time → Time off calendar, and as 0 in the booking preview. A company holiday on a weekend or on a public holiday is allowed but changes nothing. They are included in workspace backups (company_holidays) and the audit log.

Repeated bookings

A booking created with Repeat weekly is a series: one booking per week sharing the same project, task and hours. Open any booking in the series and the sheet summarises it, for example Repeats weekly, 3 bookings, ends Fri 13 Nov.

  • Ends on — Change the date the series ends. The preview updates as you type: → 5 bookings when extending, → 2 bookings, removes 1 when shortening. Extending copies the latest booking forward a week at a time with the same days and hours; weeks that already have a booking are skipped and gaps are never refilled. Shortening removes the bookings that start after the new date. A series can be extended by up to 52 weeks at a time, and the end date must be on or after the first booking starts.
  • Apply changes to — Every edit or delete of a series booking, from the sheet or the quick edit, asks which bookings it applies to: This booking only, This and following bookings (the default) or All bookings in this series (including past weeks). A date change applied to following or all bookings moves each one by the same amount. Choosing This and following bookings from a later week splits the later weeks into their own series.
  • Delete — The delete button follows the scope: Delete, Delete this and following or Delete all.
  • Confirmation — Keito only asks before a change that removes bookings or edits more than one, for example Remove 2 bookings from Mon 5 Oct? with Keep them and Remove 2 bookings, or Change 3 bookings?.

Undo in the Plan toolbar reverses the whole action, however many bookings it touched. A save that changes both Ends on and other fields takes two undo steps. A change is written only when you can plan every booking it touches; if one is on a project you cannot plan, nothing changes.

Booking several people

When you create a booking, the People field takes more than one person or placeholder. Choose Add people, tick everyone the booking is for, and each appears as a chip you can remove with its ×.

  • Before you save — A line under the form spells out what will be created, for example 3 people × 2 weeks = 6 bookings · 6h/day each, on each person's working days, and the button names the count: Create 6 bookings. Hours per day apply to each person, on their own working days and holidays.
  • One booking each — Every person gets their own booking, and their own weekly series when Repeat weekly is on. Afterwards you move, resize or edit each person’s booking on its own; there is no group to edit.
  • Undo — The toast Created 6 bookings for 3 people carries an Undo action while it is on screen, and the toolbar Undo reverses the whole set too.
  • Limits — Up to 20 people and 100 bookings in one save. Over the limit, the form says so and the button stays disabled.
  • All or nothing — If you cannot plan one of the people, nothing is created and the message names them, for example No bookings were created. You can't book Sam Lee: managers can only schedule themselves or teammates they manage.

Time off and editing an existing booking stay one person at a time.

Placeholders

A placeholder is a row in Plan for someone you have not hired or assigned yet, such as “Designer (TBC)”. Administrators add one with Add placeholder, book it like a person, and manage it from the menu on its row header.

  • Edit placeholder — Change the Name, Colour or Hours per week, then Save placeholder. A name that is already in use is refused with A placeholder with this name already exists.
  • Remove placeholder… — The confirmation shows what comes off the plan, for example Remove Designer (TBC)? Its 2 bookings (40h) come off the plan. You can undo this from the toast. Choose Remove placeholder or Keep placeholder. Removing archives the placeholder and its bookings; nothing is permanently deleted.
  • Undo — The toast Removed Designer (TBC) and 2 bookings carries an Undo action while it is on screen. After it closes, adding a placeholder with the same name brings it back with its colour and hours, but the bookings it had stay removed.

Placeholders are planning-only: they have no account and never track time. They are included in workspace backups and the audit log.

Milestones

Plan’s Project view can carry dated milestones on a project row, such as “Release day” or “End of sprint”, so the team sees the dates a schedule is working towards next to the bookings.

  • Add — Open the project row menu in the Project view and choose Add milestone…. Give it a title, a date and optional notes.
  • See — Each milestone is a diamond on the top edge of the project row at its date. Hover or focus it for the title and notes. Milestones on the same date show a count instead of overlapping, and a milestone on a hidden weekend day sits on the nearest visible edge.
  • Edit or remove — Open the diamond to change the title, date or notes, or choose Remove milestone.

Milestones belong to the project, not to a person, so they only appear in the Project view. Administrators, and managers with the Plan permission for a project they manage, can add, edit and remove them. They are included in workspace backups and the audit log.

Who can see Plan

Plan is a Business feature. By default it opens only to workspace owners and administrators, and to managers who have been given the Manage planning permission; everyone else sees a notice instead of the schedule.

To let the whole team see the plan, an administrator can switch Settings → Workspace preferences → Planning → Plan visibility to Everyone (view only). Every employee and contractor can then open Plan and see planned hours and availability: who is booked on which project and task, for how many hours a day, tentative bookings, capacity, days off, time off, public holidays and project milestones. They cannot add, move or edit bookings or milestones, and they never see colleagues’ tracked hours, project budgets, rates, booking or milestone notes or the type of someone’s time off. External client members never see Plan.

Managers who have the Manage planning permission also see the whole team while the setting is on. They keep full detail, and can book and edit, only for themselves and the teammates they manage; everyone else’s row is read-only for them and shows the same view as other members.

Switching the setting back to Admins and managers with the Plan permission restores the default the moment it is saved.