Team planning

Weekly Capacity Planner

See who has room this week and who is overloaded. Add team members with their working days, time off and planned work to get real capacity and load at a glance.

Focus factor is the share of working time available for planned work after meetings, email and interruptions.

NameRoleDays availableHrs/dayTime off (h)Planned work (h)Capacity (h)Load
0Team capacity (h)
0Planned work (h)
-Team load
0Hours still free
0People over capacity

Utilization

The marker shows 100% of capacity. Green is 70 to 100%, amber is under 70%, red is over 100%.

Runs entirely in your browser. Nothing is uploaded to any server.

Why plan weekly capacity

Avoid burnout

Spot people who are booked beyond their real hours before the week starts.

Use slack wisely

See who has spare hours for urgent work or support.

Honest commitments

Time off and overhead are included, so plans match reality.

How to plan team capacity

  1. Add your teamEnter each person with their working days, hours per day and any time off.
  2. Set the focus factorChoose how much of the working day is truly available for planned work.
  3. Assign workEnter planned hours per person and watch load, flags and team totals update.

How capacity is calculated

Available hours are working days multiplied by hours per day, minus time off. Nobody spends every working hour on planned tasks, so capacity applies a focus factor, commonly 70 to 85%, to leave room for meetings, email, reviews and interruptions. Load is planned work divided by that capacity.

A load between 70 and 100% is a healthy plan. Above 100% someone is over-committed and work will slip or overtime will creep in. Well under 70% may mean spare capacity to pull more work in, or simply a person with a lot of reactive duties.

Available

Days x hours per day - time off.

Capacity

Available hours x focus factor.

Load

Planned work / capacity, shown as a percentage.

Capacity planner FAQ

What focus factor should I use?

Many teams use 70 to 80%. Use lower values for people with lots of meetings or support duties, and higher for heads-down roles.

Can people have different hours per day?

Yes. Leave Hrs/day empty to use the default, or enter a value for part-time members.

How do I handle public holidays?

Untick that day for everyone, or add the hours as time off.

Is the plan saved?

Yes, in this browser only. Use CSV export to share it with your team.

Can I plan in story points instead of hours?

The planner works in hours. Convert points using your team's typical hours per point if needed.

Try other planning tools

More free tools from My Panda Toolbox.

VELSprint Velocity CalculatorForecast with velocity. GNTTGantt Chart BuilderPlan project timelines. ESTTask Time EstimatorEstimate task durations. KANKanban BoardOrganize work in columns.