Skip to Content
Capacity PlanningSetup & Prerequisites

Capacity Setup & Prerequisites

The Capacity dashboard is only as useful as the data it pulls from. Before the numbers will be accurate, you need to set up four things: crews, work schedule settings, holidays, and budgeted hours on each job.

ProThis feature requires a Pro subscription ($19/month). Compare plans

1. Set Up Crews

Capacity starts with crews. Each crew represents a working unit (one person or a team) and contributes to your total available hours.

  1. Go to Settings → Crews.
  2. Click New Crew and give it a name (e.g., “Crew A”, “Mowing Team”).
  3. Add team members to the crew.

The dashboard uses the member count of each crew to calculate available hours. A crew of 3 has triple the capacity of a crew of 1.

If you skip this step, the dashboard will show zero available hours and zero meaningful data.

See Crews for the full setup walkthrough.

2. Configure Work Schedule

Capacity needs to know how many hours a typical crew member works per week. Configure these in the Capacity Settings dialog (the Settings button in the page header):

SettingDefaultWhat it controls
Work hours per day8The length of a normal working day.
Work days per week5How many days in a typical week your crews work.
TimezoneAmerica/New_YorkUsed to align weekly boundaries to your local Monday-to-Sunday week.

If your crews work four 10-hour days instead of five 8-hour days, change these to 10 and 4 — the total available hours per week (40) stays the same, but the dashboard will reflect your actual schedule.

3. Add Holiday Dates

By default, holidays are empty — meaning the dashboard treats every weekday as a working day. To get a more accurate forecast across long periods, add the dates you’ll be closed:

  1. Open the Capacity Settings dialog.
  2. In the Holidays section, add each date in YYYY-MM-DD format (e.g., 2026-07-04).
  3. Save.

Capacity supports up to 200 holiday entries. Weeks that contain a holiday will show reduced available hours.

4. Set Budgeted Hours on Every Active Job

This is the most commonly missed step. The Planned Hours number — and therefore your utilization — comes from the Budgeted Hours field on each active job. A job with no budgeted hours is invisible to the capacity dashboard.

To find and fix missing hours:

  1. Go to Capacity.
  2. If there’s an amber banner at the top reading “X active jobs are missing Budgeted Hours,” click it. You’ll land on the Jobs list pre-filtered to those records.
  3. Open each job and fill in the Budgeted Hours field with your best estimate of how long the work will take.

Going forward, get into the habit of setting Budgeted Hours whenever you create a job. The dashboard will automatically reflect new jobs within a few minutes.

How the Numbers Combine

Once everything is configured, the dashboard uses a simple formula for available hours per week:

Sum over all crews of: (member count × work days × work hours) − holiday adjustments

And planned hours per week is the sum of budgeted hours from every active job overlapping that week, with multi-crew jobs split evenly between assigned crews.

What Capacity Does Not Track

A few things to be aware of:

  • Actual hours logged are not used here — those live in Timesheets and Team Performance. Capacity is purely a forward-looking budget view.
  • Recurring jobs are not expanded into future occurrences. If you have a job that recurs weekly, only the actual scheduled job instances within the date range are counted.
  • Estimates are not counted — only converted jobs.
  • Capacity does not respect individual member availability. It assumes every member of a crew works the full schedule. If you need per-person availability tracking, look at Schedule for individual calendars instead.

Common Setup Issues

The utilization shows 0% even though I have jobs. Check that your jobs have Budgeted Hours filled in and that they are assigned to a crew. Jobs without either won’t move the dial.

One crew shows huge utilization and another shows almost none. This is the dashboard surfacing exactly the imbalance it’s designed to find. Use the Recommendations panel to see how many hours to shift, or open the crew breakdown table to reassign jobs manually.

My utilization spiked overnight but I didn’t add jobs. The dashboard updates whenever active job data changes, including jobs that move from “Estimate” to “Active” or are pulled in from a different status. Check your recent job edits.

I have unassigned jobs counted but I want to plan without them. Use the crew filter dropdown to view a single crew at a time — unassigned jobs only appear in the team-wide view.

Last updated on
OverviewOverview