Capacity Planner
Map your team's available hours against the work you have committed, month by month. See who has room, who is over capacity, and where you can take on more.
How to use this planner
Four steps. Worth a read before you start.
Hide- Set your 12 month window. Choose the month your planner starts on, so it runs to suit your financial year, the calendar year, or the year ahead from now.
- Add your team. Enter each person's role, FTE, standard hours per week and target capacity. FTE is the fraction of a full time load. Set Std Hours per Week to your full time week, for example 38, then FTE is their weekly hours divided by that: a full timer is 1, and someone working 22.8 hours against a 38 hour week is 22.8 divided by 38, which is 0.6. If someone is starting or leaving partway through, set their Starts or Ends month so their hours only count while they are with you.
- Enter leave and non-billable hours. For each person, enter their planned leave and their non-billable hours for each month. Non-billable is any paid time that is not charged to a client: admin, training, supervision, team meetings and your own bookkeeping. Factor in the busy periods, EOFY and BAS time.
- Add your clients. List each client, assign a team member, and enter the hours that person will spend on them each month. If a client is shared, add a row per team member.
Saving and backups. The planner remembers what you enter only in this browser on this device. It is not tied to a login. Export backup saves everything to a file you can keep. Import backup loads that file back in, which is how you move your planner to another device or browser, or get it back if your browser data is ever cleared. New to it? Click Try with example data to see a sample team first.
Available hours are worked out as FTE times standard hours per week times 4.33 weeks, less leave and non-billable hours. Utilisation compares the hours committed against the hours each person actually has available.
Enter each team member once. Starts and Ends are optional, use them only when someone joins or leaves partway through your 12 month window.
| Team Member | Role | Employment Type | FTE (0 to 1) |
Std Hours / Week |
Target Capacity % |
Starts | Ends | Avg Available / Month |
|---|
For each team member, enter planned leave hours and non-billable hours for every month. Non-billable covers training, admin, meetings and anything not charged to a client.
List each client, assign the team member doing the work, and enter the hours per month. If more than one person works on a client, add a separate row for each.
Your whole team across the full 12 month window.
Utilisation for each team member, month by month. Green has room, amber is at capacity, red is over capacity.
A full breakdown for a single month.
| Team Member | Role | Available Hrs | Leave Hrs | Non-billable Hrs | Assigned Hrs | Spare Hrs | Target Client Hrs | Utilisation |
|---|
Everything assigned to one person, month by month. Useful for one on ones and for deciding what to reassign.
Download your capacity report
A branded PDF you can take to a team meeting or planning session. The snapshot covers the month selected in Monthly detail above.
