Employee Capacity

The essential tool for effective team resource planning in Timely

Lisa avatar
Written by Lisa
Updated over a week ago

Plans 💳 : Unlimited

User Permissions 👥: Admins, Managers

For legacy plans, please refer to the article here.

Having an understanding of how your team is spending their time can unlock powerful insights and let managers steer the ship more effectively. Say 40% of all employee hours are spent on non-billable projects, but your company needs to log 80% to billable projects, resources may need to be reallocated to ensure everyone is on course to reach your company goals.

Enter Capacity!

Capacity is a visualization of all the billable and non-billable projects your users worked on, against their total weekly capacity. You'll find this feature on the People page > "All Users" tab.

Customize the Capacity feature

1: Set total weekly hours for your account ⏱
The default weekly total is set to 40 hours, but you can change it across your whole account in Settings > Workspace.

Of course, not all team members will have the same weekly capacity. If you have consultants or part-time employees, you can also set their weekly capacity individually. Just head to the People page, select the user you want to edit, click "Edit User", and scroll down to “Capacity and working days” to set their individual capacity.

Note: Setting an individual capacity will override your default workspace capacity setting. Capacity values will only update from the start of the current week and will not affect previous weeks in Timely. Individual capacity is only available to users on the Unlimited plan.

2: Select the time frame you want to see 🕕 🖼
Select monthly or weekly capacity timeframe from the "All Users" tab on the People page. A weekly capacity view can help you schedule upcoming events, while the monthly view helps identify employees close to burn-out and those who aren’t consistently logging hours.

Step 3: Select the User 👨🏽‍🦲🧑🏼👩🏽‍🦱

By default, all active users will be listed. To filter down by User name, click the users drop-down and select who you want to see.

Entering a User in the search bar will auto-populate available selections for you.

4: Reading the results 📚

In the upper-right-hand corner of the chart, you’ll see the total logged hours and available capacity for all users on the account.

Pro-tip: Hover over the capacity bar to reveal the details of each color in the bar.

Step 5: Plan for the Future
Let’s say you’re pursuing a new client and need to understand if you have capacity for more work. You also need to give the client a realistic expectation of project delivery speed.

Let’s break-down this example to see if my company can take on a new project:

Pulling up the Capacity data from last week, I can see that my team -as a whole- logged well under our available weekly capacity.

Hampus took a few personal days so only logged a bit over 7 hours. It looks like he forgot to log time away in Timely. I can add those vacation hours and a lunch for him, bringing his weekly total to closer to his 30 hour weekly capacity.

Stacy logged a bit under a complete working week, with 56% of her time spent on billable projects and the other 41% was spent on non-billable projects.

Clicking her name directs me to her User page. After analyzing her recently logged hours, I realize she spent a majority of her time on product training and is now ready to pitch in on billable projects. I just found the key to unlocking more billable hours!

Step 6: Schedule resources 📆
Using the data from the Capacity feature, Admin and Manager level users can schedule hours for other users with Timely’s Company View feature. You can set aside hours for an incoming project, ensure a certain user will finish a particular project by its deadline, or log vacation hours for employees who are out of the office!

Now you’re running like a well-oiled machine!

Reporting on employee Capacity

For data heavy super admins or just folks who love a good overview - you can deep dive into your team's capacity information with just a few clicks while creating your Custom Reports!

To get started, simply make sure you have the "People" or "Teams" data modules within your report and then click the gear shaped icon to the top right-hand side. You'll see the "Capacity", "Overtime", and "Undertime" view options and can include or exclude those data points in your report as needed.

You will also see these data points as an option to include or exclude when selecting the columns for report exports.

Note: Any changes in Weekly user capacity on the Workspace settings will take effect immediately - it isn't possible to compare or contrast previous settings unless you'd export your report data prior to any changes. Alternatively, changes in Weekly Individual capacity in the User settings take effect since the 1st day of the week according to the workspace settings

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