🚦Capacity Planning

Introduction — What is Capacity Planning and why it matters

Capacity Planning (Workload) helps you quickly see who is free, overbooked, or under capacity across your team by combining work hours, calendar busy time, and auto‑scheduled tasks. Use it to understand availability, rebalance assignments, avoid burnout, reduce project risk, and inform staffing decisions.

At a glance

• See your team's availability by day or week to spot overloads fast.

• Inspect exactly what’s consuming someone’s time (tasks and events).

• Reassign work and adjust timelines to resolve capacity conflicts.

• Focus on the people and projects you manage with filters.

What you’ll learn

This tutorial walks you through setting up and using the Workload view end‑to‑end so you can:

1. Create your first Workload view.

2. Configure timeframe and display options.

3. Filter to the right people and projects.

4. Inspect an individual’s capacity and time composition.

5. Interpret how capacity is calculated.

6. Rebalance work by reassigning tasks or adjusting deadlines.

7. Validate changes and save a reusable personal or team view.

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Create your first Workload view

1. Go to Projects & Tasks in Motion

2. Click the plus sign (+) at the top to create a new view

3. Select Workload from the view options

4. Add a view name (e.g., "Team Capacity Overview")

5. Set permission level:

6. Team view — Visible to all team members

7. Personal view — Only visible to you

Configure timeframe and display options

1. Set a short date range at the top left corner of your workload view

2. Select your preferred date range (Min 7 days. Max 90 days)

3. In the top right corner of your workload view, you'll find options to customize what events are displayed.

4. By default, the "Show OOO (Out of Office) events" toggle is enabled, allowing you to see when team members are unavailable.

5. Alternatively, you can toggle off "Weekends", which is also set as a default in some cases, to align the view with standard workdays by hiding weekends.

6. These toggles help customize the Workload view to better reflect your team's working patterns and availability.

Filter to the right people and projects

1. On the top left corner right above the first person's row, click on "## assignees" dropdown menu.

2. Filter to the assignees you want in your workload view. (Min 1 assignee. No max)

3. You have the option to filter by key projects to narrow scope.

4. Use the "Choose assignees…" text bar to quickly add or remove individuals.

Inspect an individual’s capacity and time composition

1. Click on the chevron (🔽) to expand a user row and see their tasks and events.

2. Review auto‑scheduled tasks and remaining durations.

3. Check calendar events contributing to busy time (titles may be hidden if private).

4. Click the past‑due icon to review overdue tasks affecting capacity.

Interpret how capacity is calculated

1. Start with work hours. Begin with the total hours someone works each day. For example, if someone works 8 hours per day, that's your starting point.

2. Subtract calendar events. Remove time blocked by meetings and events on their main calendar. All-day events count as 8 hours (not 24). Example: 8 hours − 2 hours of meetings = 6 hours remaining.

3. Subtract remaining task time. Remove only the unfinished portion of auto-scheduled tasks. If a task was 10 hours and 4 hours are done, only 6 hours count. Example: 6 hours − 6 hours of task work = 0 hours available.

4. Flatten overlapping events. If two meetings overlap at the same time, count them as 1 hour, not 2. This prevents double-counting. The result: What's left is their available capacity; the time they have to take on new work.

Rebalance work

1. Identify overloaded and below capacity team members in the date range.

2. Reassign a task from an overloaded person to someone with availability.

3. Adjust the due date if needed to fit within the recipient’s capacity.

4. Confirm the capacity bars update to reflect the change.

Validate changes and save your view

1. Expand the affected day cells to verify what’s included in totals.

2. Click on the three dots next to your view's name and rename to save as a team view.

3. Share the view with stakeholders for recurring planning and reviews.