What the strip shows
Capacity – Planned28hof40h– Logged12h– Healthy
Everything is summed across everyone currently on screen. Overlay four people
and you read one team load – four people’s planned hours against four people’s
available hours.
The five bands
Where capacity comes from
Capacity is expected working minutes from the person’s work schedule – the same number their timesheet is measured against. That means:- Ana Ferreira on
Part-time Mon/Wed/Frihas 20h of weekly capacity, not 40. - A schedule exception marking a day off drops that day’s capacity to zero.
- A person with no schedule assignment has zero capacity, so anything planned reads as over-allocated.
How planned minutes are counted
A block’s planned minutes are its full length, rounded to the nearest minute. Every participant is charged the full duration. A one-hour meeting with four people takes an hour out of each of their days.The duration is not split per head. Splitting would understate real occupancy –
an over-booked day would read as healthy, which is exactly the failure the strip
exists to prevent.
Worked example
Northwind Studio, week of 21 July. Priya Raman overlays three people.
Blocks planned that week:
Team planned = 4 + 3 + 12 + 6 + 3 = 28h.
The strip reads Planned 28h of 100h. Ratio 0.28, so the badge is Light.
Now look at one person. Priya picks Sarah alone:
- Sarah’s planned = 4 + 3 + 1 = 8h
- Sarah’s capacity = 40h
- Ratio 0.20 → Light
- Ana’s planned = 6 + 1 = 7h
- Ana’s capacity = 20h
- Ratio 0.35 → Light
- Planned = 19h, capacity 20h, ratio 0.95 → Full
How to spot an over-allocated week
1
Switch to Week view
The strip only shows on Week and Day.
2
Select one person at a time
A team total can look healthy while one person is drowning. The overlay is for
scanning; the single selection is for diagnosing.
3
Read the band, not the hours
35h planned is fine for a 40-hour week and impossible for Ana’s 20.4
Rebalance by dragging
Move a block to a lighter day, or onto another person’s calendar if you hold
block.manageOthers.Planned against logged
The strip shows Logged beside Planned so you can compare intention with reality in the same glance.
Only the plan is editable here. To change what was logged, go to
/time-tracking/edit-a-time-entry. See
/planner/planner-vs-tracked-time.
Permissions
Capacity for another person is a cross-member read like any other, so scope
applies. See /concepts/supervision-scope.
The Resource Planner app must be on, and the workspace on Pro.
Common questions
Why is my capacity zero?
Why is my capacity zero?
You have no schedule assignment covering those dates, or every day in the
window is non-working. See /schedules/assign-a-schedule.
Does time off reduce capacity?
Does time off reduce capacity?
Only if the day is non-working in the schedule. Approved leave shows on the
grid but does not rewrite the schedule, so add a schedule exception if you
want the capacity to drop.
Why does a group meeting cost more than its length?
Why does a group meeting cost more than its length?
Because every participant is charged the full duration. A one-hour meeting
with four people costs the team four hours, which is what it really costs.
Can I see capacity per day rather than per week?
Can I see capacity per day rather than per week?
Switch to Day view. The strip then covers that single day.
Why is there no strip on Month view?
Why is there no strip on Month view?
A month is too coarse to plan capacity against. Use Week.
Do task due-date markers count toward planned hours?
Do task due-date markers count toward planned hours?
No. A due date is a deadline, not occupied time. Only blocks count.
Troubleshooting
Related guides
Planner overview
The grid and its layers.
Plan work blocks
Creating the blocks that fill the bar.
Multi-person blocks
Why a meeting costs every attendee.
Schedules overview
Where capacity comes from.
Planner vs tracked time
Planned against logged.