Use the Capacity View

The Capacity View in Resource Management provides a dynamic, interactive heat map to plan and balance your team’s workload across multiple months. It makes it easy to identify over‑allocations, underutilization, and potential burnout risks.

What Capacity View Shows

• Who has capacity to take on new work.
• Whether people are on track to meet billable targets.
• Who is over‑allocated and at risk of burnout.
• How scheduled time off affects capacity.
• Signals that may indicate hiring or rebalancing needs.

Capacity View is available to Administrators and Managers with Resource Management access. Project‑limited managers see only their assigned projects.

Metrics

The heat map displays each person’s workload as color‑coded percentages. Use the toggle in the top‑right to switch between:

1. % of Total Capacity

• Allocated hours ÷ total available hours (after time off).
• Example: If Bob is allocated 96% of his monthly capacity, he likely cannot take on new projects that month.
  

2. % of Billing Goal

• Billable allocations ÷ monthly billing goal (hours).
• Example: If Bob is only allocated 45% of his billable target, you may need additional billable work for him.
  

Editing Allocations

Click a person’s row in the heat map to open their Allocation Details panel. From here you can:

• See which projects they are assigned to.
• Adjust existing allocations or add new ones with Add New Project.
• See changes reflected instantly in the heat map and totals.
  

You can add and edit allocations for any valid project right from this page.  Projects that meet special conditions may not be editable.  Project states in the panel:

• Non‑billable: Editable and labeled non‑billable.
• Outside project dates: Shaded with hover message; delete only.
• Unavailable to person: Shaded with hover message; not editable.
• Inactive: Grey/italicized; still editable.

Timeframes & Navigation

• Choose a 3‑month or 6‑month view (top‑right).
• Navigate months with arrows or the date picker (top‑left).
• The leftmost month matches your selected month and stays in sync with the Resource Grid and Dashboard.
• Historical months display allocations only (no worked time). 
  

Sorting the Heat Map

Sort people by:

• Name (alphabetical)
• Role (alphabetical)
• Month Name (numeric % for allocations)

Sorting helps you quickly identify who is under‑ or over‑allocated.

Time Off Impact

Hover over any cell to see how time off affects capacity that month. Examples:

1. No time off → full capacity available.
2. Some time off → reduced capacity.
3. Entire month off → zero capacity (allocations appear over‑allocated).

Billing goals adjust dynamically based on available hours. 

Filters & Custom Views

Capacity View respects the same filters and custom views used in the Resource Grid.

• People filters are always applied.  This is a People based view and all People filters are automatically respected.
• Project filters will not change the people that are in view.  There is one exception to this rule, when Time Entry Controls are set to Maximum for Client/Project.  In this case, there will be an additional option in the Filter and Settings area where you can choose to "Show only people for selected projects" or "Show only projects for selected people" (seen in the screenshot below).
• Preset Quick Views do not apply here, but Custom Views can be used.

If no results appear, you’ll be prompted to adjust or clear filters. 

To use Custom Views:

• Use any of your existing Quick Views on the Capacity tab or create new ones.
• When you filter from the Capacity tab, you won't see all the grid settings you have on the grid because they are not relevant to the capacity heatmap.
• Any views you create from the Capacity tab will inherit grid settings from the view you were using before you added new filters.
• Default grid settings are: show worked time, show totals, show roles, sort people alphabetically by name, and sort projects alphabetically by client and then project name.

Export Options

Export capacity data directly from the view:

1. Click Reports (top‑right).
2. Choose an export type:

• Capacity Spreadsheet Export – exports the current Capacity View to XLSX.
• Resource Grid Spreadsheet Export – exports allocations and capacity details from the Resource Grid.
• Flat Data Export – CSV of allocations and budgets for external analysis.

How Calculations Work

• % of Total Capacity = Allocated Hours ÷ Capacity
• % of Billing Goal = Billable Allocations ÷ Billing Goal

Why “NA” appears: When capacity or billing goal is zero (e.g., the person takes the entire month off), percentages can’t be calculated.

Heat map colors:

• 0%: White
• 1–25%: Light blue
• 26–50%: Blue
• 51–75%: Darker blue
• 76–100%: Very dark blue
• 101%+: Darkest blue
  

Capacity Calculations

• Available Hours: The number of hours a person can work each day (dictated by the schedule set under the Person Details Page in the Resource and Capacity Management >> Hours Worked Each Day section).
• Capacity: Available hours minus time off.
• Billing Goals: Capacity multiplied by Billing Goal in %.

Best Practices

• Review Capacity View regularly to catch over‑ or under‑allocation early.
• Use both metrics (% of Total Capacity and % of Billing Goal) for a complete picture.
• Leverage filters and custom views to focus on specific teams, projects, or scenarios.
• Check the impact of time off when planning ahead to avoid surprises.
• Edit allocations directly from the heat map for quick rebalancing.
• Lock past months with the Company Lock Date to preserve accuracy once finalized.

Summary

Capacity View provides a multi‑month, visual overview of staff allocations against capacity and billing goals. With filters, sorting, and inline editing, it helps you balance workloads, plan ahead, and avoid over‑ or underutilization.