❓Capacity Planning FAQ

1. What is Capacity Planning?

Capacity Planning helps you see how much time you and your teammates have available to take on new work. It compares your working hours against busy calendar events and auto-scheduled tasks to show your current and future workload.

2. How is availability calculated?

Availability = Work hours − Busy events − Auto-scheduled tasks This means the system only considers auto-scheduled tasks (not manually scheduled ones) when estimating how much open time remains in your day or week.

3. What counts as “Used Capacity”?

Used Capacity is the total time already committed to:

• Auto-scheduled tasks

• Calendar events

These two categories make up your “booked” time.

4. Which time ranges are supported?

You can view capacity across any date range from 7 days to 90 days. Choose what works best for your planning:

• Day view — see how busy a specific day is

• Week view — understand overall load across the week

• Extended view — plan further ahead up to 90 days to spot capacity issues early

Forecasts beyond 90 days are capped to keep predictions realistic, since too many variables change over longer horizons.

5. What does “Overbooked” mean?

You're considered overbooked when your auto-scheduled tasks and calendar events exceed your available work hours for a given day or week. This means you have more committed work than time to complete it. Note: If a task misses its deadline, Motion's auto-scheduler will automatically reschedule it to a new available time slot. If no available slots exist in your calendar, the task remains overbooked until capacity opens up or the deadline is extended.

6. How do calendar events affect capacity?

• Busy events, both Accepted and Tentative, will count to the user's booked capacity.

• Private events hide titles, but still block time.

• All-day events count as 8 hours in your capacity calculation.

• Overlapping events are flattened so they don’t double-count.

• Secondary calendars (from My Calendar) appear as anonymous busy blocks.

7. How does task privacy work?

If you don’t have access to a specific project or task area, those tasks appear as busy blocks only — titles and details are hidden to preserve privacy.

8. What is the view scope?

Capacity Planning currently shows a global view, meaning you can see users across the entire workspace. Workspace scoping will be refined in future versions.

9. Can I filter by user or project?

Yes — you can select specific users to include in your view.

10. Can I drag and drop tasks in the Capacity view?

Yes — you can drag a task to another user or day to reassign it and automatically update its due date.

11. Are Scheduling Assistant and Capacity Planning the same thing?

No. The Scheduling Assistant optimizes task placement within your calendar, while Capacity Planning visualizes how full your schedule already is. Although both rely on calendar logic, Capacity Planning doesn’t alter Scheduling Assistant behavior (for now).

12. Is Capacity Planning available for all Motion subscriptions?

No. Currently only multi-seat subscriptions are able to display information in the Capacity Planning view.