> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Capacity and workload

> Read the Planner capacity strip: planned hours against expected hours, logged hours, and the five load bands from Light to Over-allocated.

The capacity strip answers the question a plan is supposed to answer: **is this
week actually possible?**

It sits under the grid on **Week** and **Day** views. Month view hides it.

## What the strip shows

> **Capacity** – Planned `28h` of `40h` – Logged `12h` – **Healthy**

| Figure            | Where it comes from                                        |
| ----------------- | ---------------------------------------------------------- |
| **Planned**       | The total length of every block on screen.                 |
| **of {capacity}** | Expected working minutes from each person's work schedule. |
| **Logged**        | Time entries actually recorded in the same window.         |
| The badge         | The load band, worked out from planned ÷ capacity.         |

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

| Band               | Ratio of planned to capacity | What it means                                     |
| ------------------ | ---------------------------- | ------------------------------------------------- |
| **No plan**        | Nothing planned              | The window is empty.                              |
| **Light**          | up to 0.50                   | Half the week or less is planned. Spare capacity. |
| **Healthy**        | 0.50 to 0.85                 | Planned, with room for the unplanned.             |
| **Full**           | 0.85 to 1.00                 | Everything is spoken for.                         |
| **Over-allocated** | above 1.00                   | More planned than there are hours. Burnout risk.  |

<Warning>
  Planning anything onto a **zero-capacity day** – a weekend, a day off, a holiday –
  reads as **Over-allocated**, whatever the amount. Work on a day someone is not
  expected to work is overload by definition.
</Warning>

<Tip>
  **Healthy** is the target, not **Full**. A week planned to 100% has no room for a
  client emergency, a sick day, or the work taking longer than you thought. Aim for
  around 80%.
</Tip>

## 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/Fri` has **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.

See [/schedules/overview](/schedules/overview).

## 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.

<Note>
  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.
</Note>

## Worked example

Northwind Studio, week of 21 July. Priya Raman overlays three people.

| Person         | Schedule                | Weekly capacity |
| -------------- | ----------------------- | --------------- |
| Sarah Lin      | `Standard week`         | 40h             |
| Jonas Bergman  | `Standard week`         | 40h             |
| Ana Ferreira   | `Part-time Mon/Wed/Fri` | 20h             |
| **Team total** |                         | **100h**        |

Blocks planned that week:

| Block                    | Length | On                | Planned minutes charged |
| ------------------------ | ------ | ----------------- | ----------------------- |
| `Homepage wireframes`    | 4h     | Sarah             | 4h                      |
| `Nav exploration`        | 3h     | Sarah             | 3h                      |
| `API integration`        | 12h    | Jonas             | 12h                     |
| `Launch copy`            | 6h     | Ana               | 6h                      |
| `Bluebird design review` | 1h     | Sarah, Jonas, Ana | **3h** (1h each)        |

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**

And Ana alone:

* Ana's planned = 6 + 1 = **7h**
* Ana's capacity = **20h**
* Ratio 0.35 → **Light**

If Priya then adds 12 more hours to Ana's week:

* Planned = **19h**, capacity **20h**, ratio 0.95 → **Full**

One more four-hour block and Ana is at 23h of 20h, ratio 1.15 → **Over-allocated**.

## How to spot an over-allocated week

<Steps>
  <Step title="Switch to Week view">
    The strip only shows on Week and Day.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Read the band, not the hours">
    `35h planned` is fine for a 40-hour week and impossible for Ana's 20.
  </Step>

  <Step title="Rebalance by dragging">
    Move a block to a lighter day, or onto another person's calendar if you hold
    `block.manageOthers`.
  </Step>
</Steps>

## Planned against logged

The strip shows **Logged** beside **Planned** so you can compare intention with
reality in the same glance.

| Pattern                  | What it usually means                                             |
| ------------------------ | ----------------------------------------------------------------- |
| Logged far below planned | The plan is not being followed, or people are not tracking.       |
| Logged far above planned | Work is taking longer than planned, or unplanned work arrived.    |
| Logged with no planned   | People are working, nobody is planning.                           |
| Planned with no logged   | A plan nobody executed against, or the week has not happened yet. |

Only the plan is editable here. To change what was logged, go to
[/time-tracking/edit-a-time-entry](/time-tracking/edit-a-time-entry). See
[/planner/planner-vs-tracked-time](/planner/planner-vs-tracked-time).

## Permissions

| Action                    | Capability                                 |
| ------------------------- | ------------------------------------------ |
| See your own capacity     | `block.manage` and a schedule you can read |
| See a teammate's capacity | `time.viewOthers` plus supervision scope   |

Capacity for another person is a cross-member read like any other, so scope
applies. See [/concepts/supervision-scope](/concepts/supervision-scope).

The Resource Planner app must be on, and the workspace on **Pro**.

## Common questions

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Can I see capacity per day rather than per week?">
    Switch to Day view. The strip then covers that single day.
  </Accordion>

  <Accordion title="Why is there no strip on Month view?">
    A month is too coarse to plan capacity against. Use Week.
  </Accordion>

  <Accordion title="Do task due-date markers count toward planned hours?">
    No. A due date is a deadline, not occupied time. Only blocks count.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Problem                            | What to check                                                                |
| ---------------------------------- | ---------------------------------------------------------------------------- |
| No strip at all                    | You are on Month view, or nothing is on screen.                              |
| Capacity looks too high            | You are overlaying several people. It is a team total.                       |
| Everything says **Over-allocated** | The people on screen have no schedule, so capacity is zero.                  |
| The numbers do not match a report  | The strip covers only the window on screen and only the people selected.     |
| Logged is zero for a past week     | Nobody tracked time, or you cannot see their time – check `time.viewOthers`. |

## Related guides

<CardGroup cols={2}>
  <Card title="Planner overview" href="/planner/overview">
    The grid and its layers.
  </Card>

  <Card title="Plan work blocks" href="/planner/plan-work-blocks">
    Creating the blocks that fill the bar.
  </Card>

  <Card title="Multi-person blocks" href="/planner/multi-person-blocks">
    Why a meeting costs every attendee.
  </Card>

  <Card title="Schedules overview" href="/schedules/overview">
    Where capacity comes from.
  </Card>

  <Card title="Planner vs tracked time" href="/planner/planner-vs-tracked-time">
    Planned against logged.
  </Card>
</CardGroup>