Can we handle the work, and who has room? The Capacity Planning module answers that question with a weekly grid: per employee per week you see the planned hours against the hours actually available. Enable the module via Modules (see chapter 2); planning is done by administrators and project managers.
How the app calculates
The rule is deliberately simple: available = work schedule minus approved leave and sick time, and occupied = the planned hours. The schedule comes from the employee’s working hours per day (see Team, roles and leave); without a daily schedule the app falls back on the expected hours per week. Approved leave and sick reports reduce availability automatically — you don’t plan those in again here.
Planned and logged hours are not added together — a week shows the higher of the two. Adding them up would count twice: planned work that also gets logged would look twice as big. But a week where work was logged without anything being planned no longer wrongly shows as free: it shows the logged hours, marked with a clock icon. You see both the plan and reality, without double counting.
The team grid
The screen shows twelve weeks ahead (and lets you browse up to a year back or forward), with a colour per cell:
| Colour | Meaning |
|---|---|
| Grey | Nothing planned |
| Green | Less than 80% of the available hours |
| Orange | 80 to 100% — full, but it fits |
| Red | More planned than available |
Red blocks nothing: overbooking is allowed, it is a signal for a conversation — not a wall. Click a cell to open that employee’s week: you see schedule, absence and availability, and you plan hours on a project or on an internal category (a fixed meeting day, an admin block). Without those internal blocks everyone looks available full-time while part of the week is fixed overhead. Leave and sick time are deliberately not in the dropdown: they already come from the leave module.
Planning is done per week, not per day or quarter hour. An agency plans “12 hours on this client next week”, not calendar blocks — that keeps the planning light enough to actually maintain.
Per project
The Per project button flips the same plan around: per project you see who is on it, week by week. The header shows the total planned hours in view, the estimated hours from the project structure, and — if the project has an hourly rate — what the planning is roughly worth. For a retainer the monthly fee sits next to it, so you see at a glance whether you are planning more than the fee covers.
For the employee
An employee never needs the big grid: the My planning dashboard block shows their own next two weeks. And the project page has a block showing who is planned on that project in the coming weeks, with a link to the full planning.