The Estimated Capacity tab in Resource Management gives project leads and managers a real-time view of how work is distributed across their team.

Note: Resource Management and advanced capacity views are premium features. Customer Roles are available to all users, while Estimated Capacity and project-level roles require a Resource Management subscription.

The capacity grid displays team members on the left and time periods across the top.

Each capacity cell shows both a percentage and an hours ratio.

For example:

15 / 24h means 15 estimated hours are scheduled against 24 hours of available capacity.

The color of each cell helps you quickly identify workload status.

Tip: Use the color indicators to quickly identify potential resource bottlenecks before drilling into individual tasks.

Estimated Capacity gives you both a high-level and detailed view of team workloads.

Use Weekly view to see workload trends across multiple weeks and identify upcoming capacity issues.

Use Daily view when you need to understand exactly when a team member's capacity is being used.

To view a specific week in more detail:

This makes it easier to identify specific days where a team member may be overbooked.

You can expand any capacity cell to see what's contributing to the team member's workload.

The breakdown includes:

The total may appear rounded in the capacity grid. For example, two tasks estimated at 7.3 hours and 8.3 hours equal 15.6 hours, which may be displayed as approximately 16 hours in the grid.

Estimated Capacity makes it easy to take action when you identify an overloaded team member.

For example, if someone is scheduled for 49 hours against a 40-hour capacity, you can move some of their work to a team member with available capacity.

After the task is reassigned, the capacity view updates to reflect the change.

Tip: Reassigning even a single task can change a team member's capacity percentage. Use the updated capacity indicators to confirm that the workload is better balanced.

Use + Add Filter to focus your capacity view on the people or roles you're managing.

Select a role, such as Implementation Specialist or Backend Engineer, to see capacity for team members in that role.

This can be especially useful when you're trying to identify a bottleneck within a specific function.

Select individual team members to compare their capacity side by side.

The summary metrics at the top of the page update based on your active filters.

Depending on your configuration, these metrics can include:

This allows you to analyze capacity for the entire team or narrow your view to a specific group or individual.

Estimated Capacity uses task schedules, estimated hours, working days, capacity settings, holidays, and time off to determine how much work is scheduled for each team member.

Understanding these rules can help you interpret the capacity numbers you see.

For a task to be included in capacity calculations, it must have all three of the following:

If any of these values are missing, the task is excluded from Estimated Capacity calculations.

When a task spans multiple working days, its estimated hours are distributed evenly across the valid working days in the task's date range.

For example, a task with:

would allocate 1.5 hours per working day.

Estimated Capacity accounts for non-working days when distributing task hours.

This includes:

As a result, task hours are allocated only across the working days available to that team member.

When a task is marked Done, Estimated Capacity uses the task's actual completion date when calculating its historical and future workload.

For example, suppose a task is scheduled across Monday through Friday but is completed on Wednesday.

The estimated hours allocated to Monday through Wednesday remain associated with the task. The hours that would have been allocated to Thursday and Friday are freed up because the work was completed early.

Completed tasks remain part of historical capacity data.

This means previous weeks don't reset when a task is completed. Your historical capacity remains an accurate representation of the workload that was planned during that period.

Important: Estimated Capacity measures planned workload, not actual time worked. It does not compare estimated hours with time-tracking hours.

Estimated Capacity works together with several Resource Management settings to calculate each team member's available capacity.

A team member's base capacity is configured in the Members tab.

For example:

This value establishes the team member's available capacity before time off and holidays are considered.

Individual time off is configured in the Time Off tab.

When a team member has PTO or another scheduled absence, their available capacity is reduced for the affected dates.

In the daily view, time off may appear as a yellow badge indicating the team member is unavailable.

Company holidays are configured in the Holidays tab.

A company holiday applies to all affected team members and reduces available capacity for that day.

In the daily view, holidays appear as blocked-off columns.

Estimated Capacity combines these settings to calculate a team member's net available capacity.

Base Capacity
↓
​Less: Individual Time Off
↓
​Less: Company Holidays
↓
​Compared with: Scheduled Task Hours
↓
​Estimated Capacity Status

This means a team member's capacity isn't always simply their weekly working hours.

For example, a team member with a 40-hour weekly capacity who takes a day off will have less available capacity for that week. Estimated Capacity accounts for that change when determining whether they're under, at, or over capacity.

Check Estimated Capacity before assigning tasks to avoid unintentionally overloading team members.

Use the weekly view to identify upcoming capacity issues before they become blockers.

If a team member appears over capacity for a week, drill into the individual days to identify exactly when the workload is concentrated.

When a specific function is becoming a bottleneck, filter by role to understand capacity across that group.

When moving a task, use the Best Match information and capacity indicators to help select someone who has room to take on the work.

Estimated Capacity is only as accurate as the task information behind it. Make sure tasks have accurate:

Tasks must have a Start Date, Due Date, and Estimated Hours to be included in capacity calculations.

Check that the task has a start date, due date, and estimated hours. If any of these are missing, the task won't be included.

No. Estimated Capacity focuses on planned workload based on task estimated hours. It does not compare estimated hours with actual time logged.

The hours that would have been allocated after the task's Done Date are freed from future capacity. The completed work remains represented in historical capacity data.

Yes. Company holidays reduce available capacity and are excluded when task hours are distributed across working days.

Yes. Individual time off reduces a team member's available capacity for the affected dates.

Capacity is based on the team member's configured working capacity and the working days available during the selected period. Holidays, time off, task dates, and estimated hours can all affect the calculation.

Yes. You can open a capacity cell, select a task, and use the assignee field to reassign it. Capacity updates after the assignment changes.

Yes. Use + Add Filter to select specific members and compare their capacity side by side.