Template
Capacity Planning Template
See how much work your team can take on this week. List each person, type their available and booked hours, and the spare hours fill in on their own. The headline shows your team's total spare capacity. No sign-up and nothing to install.
Person
Available
Allocated
Spare
Total
0.00 h
0.00 h
0.00 h
Add each person and their available hours to see your team's spare capacity.
Spare hours are available hours minus allocated hours, shown in decimal so 7 hours 30 minutes is 7.50. A negative spare figure means that person is booked past their capacity.
Answers
Frequently asked questions
Common queries and answers about the capacity planning template.
- How does this template work out spare hours?
- For each person, spare hours are their available hours minus their allocated hours. The headline adds up every row, so you see how many free hours the whole team has this week.
- What are available and allocated hours?
- Available hours are the hours a person can work in the week, like 40 for a full-time role. Allocated hours are the hours already booked to projects. What is left over is spare capacity.
- Why are the hours shown as decimals?
- A plan and an invoice use decimal hours, not hours and minutes. So 7 hours 30 minutes is 7.50. That makes the totals easy to add and easy to multiply by a rate.
- What does a negative spare figure mean?
- It means that person is booked for more hours than they have. They are over capacity, so you may need to move some work to a teammate who still has spare hours.
- Is my plan saved?
- No. The grid lives in your browser and clears when you close the tab, so download the CSV before you leave. A free TimeTracker account keeps your plan and updates it as the work happens.
- Does this work for a growing team?
- Yes. Add a row for each person you need. For real numbers, TimeTracker logs the hours your team actually spends, so available, allocated, and spare hours stay current without hand editing.
Tired of doing this by hand?
TimeTracker captures every hour automatically and turns it into timesheets, invoices, and live profitability.