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Capacity

Who has room in the next few weeks, and who has more work than hours? Time › Capacity weighs each person's hours for client work, week by week, against what's left of the budgets of the deadlines due in those weeks.

Capacity comes with the Advanced plan, and is for managers, partners, admins and owners.

Give each person their hours a week

On a person's page under Team, an owner or admin sets Hours a week: the hours they have for client work in a usual week. Leave out the time that isn't client work, such as running the firm. Someone with no hours a week isn't counted; the page says when they have work anyway.

Each week shares those hours over its five working days. A holiday the CRA counts, such as Thanksgiving or Christmas Day, takes a day off, and so does time off. This week counts from today.

Time off

On a person's page under Team, Time off lists the days they're away. Add time off takes:

  • First day and Last day. Weekends and holidays inside them don't count.
  • Hours off a day, for part of each day only, such as 3.5 for afternoons. Leave it empty for whole days.
  • Reason, if you want: vacation, sick, training, personal or other.

Capacity takes each whole day off, a fifth of their hours a week, or those hours of each day. A week away leaves them no hours, so any work due that week shows red. The week's cell says Away 5 days, or the hours off.

Everyone adds and takes away their own time off; partners, managers, owners and admins can for anyone. The whole team sees the days, and Team shows Away until beside someone away today. Only the person and managers and up see the reason.

The work comes from budgets

The work due is what's left of each open deadline's budget in hours: its budget less the time already counting towards it (Budgets and fixed fees). A deadline 10 hours over its budget has nothing left, and adds nothing.

It falls in the week the deadline is due. An overdue deadline that's still open counts in this week.

Whose work it is

A deadline's work counts against the person who does it:

  1. The person chosen on its budget: Who does it, under Edit budget on the deadline's page.
  2. Else the client's Preparer on its team.
  3. Else its Manager, then its Partner.

With nobody, it's Unassigned, on a line of its own. Give the client a preparer, or choose someone on the deadline.

Reading the weeks

Each person has a line, and each week a cell: the hours of work due, of the hours they have. A cell turns amber from 80% of their hours, and red past them. The column beside each name, such as All 8 weeks, adds them up: the hours they'd have free, or how far over they are.

Work due in the last week before a deadline can make that week red while the weeks before it are free: the work can be done earlier. The total says whether it all fits.

Choose Next 4 weeks, 8 weeks or 13 weeks. Work of lists one person's deadlines under the weeks, or the unassigned ones; a name on the grid does the same.

Download CSV gives each person's weeks, with their days and hours off, then the deadlines listed under them, with their hours left.

What isn't counted

  • A deadline with no budget hours: the page says how many are due in the weeks. Give the service a budget per period on its form, or the deadline its own on its page.
  • Work that isn't on a deadline, such as an internal task.
  • A deadline that's done or not needed.