Capacity Planning
Capacity Planning answers a deceptively simple question: are we taking on too much work, or do we have room for more? It compares your crews’ available hours to the hours you’ve already committed across upcoming jobs, then surfaces alerts when you’re trending into overload territory.
Who Should Use This
Owners and operations managers who need to decide whether to book the next job, whether to hire, and whether to redistribute work between crews. The numbers update as you create jobs and adjust crew assignments — so you don’t need to wait for the end of the month to spot a problem.
Where to Find It
In the sidebar under Business Management, click Capacity.
What the Dashboard Shows
The capacity page is organized top-to-bottom for fast scanning:
1. Time period selector
Pick the window you want to evaluate:
- 4 weeks (default) — today through 27 days from now
- 8 weeks — today through 55 days from now
- Custom — any start and end date you choose
The rest of the dashboard recalculates whenever you change the period or crew filter.
2. Capacity summary (the four big numbers)
| Metric | What it means |
|---|---|
| Utilization % | Planned hours ÷ available hours, expressed as a percentage. Green under 80%, yellow 80–94%, red 95% and above. |
| Available Hours | The total capacity of all your crews across the selected window. |
| Planned Hours | The sum of budgeted hours from every active job assigned to a crew in the window. |
| OT Risk | ”Yes” (red) if utilization is above 90% — meaning you’re likely to push crews into overtime. “None” (green) otherwise. |
3. Weekly chart and alerts
The bar chart shows planned vs. available hours per week so you can see exactly which week is the bottleneck. Bars that are green mean planned hours are within capacity; red bars mean you’ve overbooked that week.
The alerts panel to the right of the chart flags specific issues:
- Over-capacity (warning) — a crew is at 80–94% utilization. Manageable but tight.
- Over-capacity (critical) — a crew is at 95% or higher. You’ll likely run into overtime or missed jobs.
- Under-capacity (info) — a crew is below 40% utilization. Room to grow or redistribute.
- Sustained overload — utilization stays above 90% for three or more consecutive weeks. Often the strongest signal that you need to hire.
Click a Sustained overload alert to highlight the affected weeks in the chart.
4. Crew breakdown table
Each crew gets a row showing its member count, available hours, planned hours, and utilization. Click a row to expand it and see the individual members plus the jobs assigned to that crew, with each job’s budgeted hours.
If you have unassigned jobs (jobs with budgeted hours but no crew picked), they appear in a separate “Unassigned” row at the top. Each unassigned job has an inline Assign Crew button so you can pick a crew without leaving the page.
5. Recommendations
A collapsible panel at the bottom of the page that suggests specific actions based on the current numbers:
- Redistribute — when one crew is overloaded and another is underloaded, the panel calculates how many hours to shift and which crews are involved.
- Hire — when team-wide utilization exceeds 90%, the panel surfaces a hiring suggestion.
- Take on more work — when team utilization is below 60%, the panel estimates how many additional jobs you have room for.
How Utilization Is Calculated
The formula is:
Utilization % = Planned Hours ÷ Available Hours × 100
Planned hours comes from the Budgeted Hours field on each active job. If a job is assigned to multiple crews, its hours are split evenly between them. Jobs without a budgeted hours value are excluded — see the Setup page for how to find and fix those.
Available hours is calculated from your settings:
Crews × members per crew × work days per week × work hours per day, minus any configured holidays.
So a crew of 3 members with the default settings (5 days, 8 hours, no holidays) has 120 available hours per week.
Missing Budgeted Hours Banner
If you have active jobs without a Budgeted Hours value, you’ll see an amber banner at the top of the page like “3 active jobs are missing Budgeted Hours.” Click it to jump to a filtered jobs list of exactly those records and fill them in. Until the hours are entered, those jobs won’t be counted in your capacity numbers — which can make the dashboard look more optimistic than reality.
Export to CSV
The Export CSV button in the page header gives you a two-section file:
- Weekly breakdown — for each week in the selected period: week label, available hours, planned hours, utilization %.
- Crew breakdown — for each crew: name, member count, available hours, planned hours, utilization %.
The filename includes the date range, so you can keep historical snapshots in your own spreadsheet.
Offline Mode
The capacity dashboard caches your last successful data load. If your internet drops while you’re viewing it, you’ll see a banner showing when the data was last refreshed — and you can keep reading the cached numbers until you reconnect.
Related
- Capacity Setup & Prerequisites — work hours, work days, holidays, and the data the dashboard needs before it’s useful
- Crews — building the crews that drive available hours
- Jobs — where Budgeted Hours is set per job
- Team Performance — actual hours logged after the fact