Capacity planner
Share your team and what is coming next. Get a capacity plan with gaps and scenarios.
Nothing sends until you start, and you can change anything afterwards.
What you get
- Text in the chat Copy it wherever you need it. Keep chatting to adjust the tone, length, or wording.
Templates
Marketing team product launch plan
- Typical weeks fit: 110 hours of demand against 144 to 156 hours of capacity
- The 6 launch weeks run 14 to 26 hours short
- Two fixes: move about 20 hours of campaign work out of those weeks, or bring in about 25 contractor hours a week
- Capacity uses 75 to 80% for marketers and 60 to 70% for the manager, with the assumptions stated
Accounting firm tax season plan
- Feasible on total hours, but tight by role after March 1
- 240 returns come to 720 hours, about 17 returns a week to finish by an internal April 8 deadline
- A 28 hour weekly bookkeeping gap if the regular work is mostly bookkeeping
- A recommendation to line up seasonal bookkeeping cover before March 1
Software team new project plan
- The rebuild fits without hiring: 800 planned hours left against the 400 it needs
- A table from 1,600 total hours, down through an 80% target, bug fixes and an on-call reserve
- Stated assumptions, such as the manager having no hands-on project hours
How it works
- Start from a template below, or share the team (people or roles and their hours), what they are working on now, what is coming next, and your constraints, such as budget, a hiring timeline, or skills you lack. You can paste or upload an export from your project tracker.
- askROI's Plan team capacity tool compares allocation with realistic utilization targets and writes the plan: utilization by person, a capacity summary, upcoming demand with gaps, bottlenecks, recommendations, and scenarios.
- Copy the plan into your planning doc, or keep chatting to add a hire, move a start date, or drop a project and see what changes.
What people use it for
- Instead of a blank capacity planning template get the hours and the gaps worked out for your own team.
- Quarterly planning check whether next quarter's roadmap fits the team you have.
- Taking on new work answer "can we do this too?" with numbers instead of a guess.
- Overloaded teams find who is above 100% and what to move.
- Hiring cases show when and where a new hire or contractor closes the gap.
- Prioritizing compare doing nothing, hiring, and dropping a project side by side.
Questions
What utilization does it plan for?
Not 100%. It uses role-based targets: about 75 to 80% for individual contributors and specialists, 60 to 70% for managers, and 50 to 60% for on-call and support roles, so there is room for meetings, reactive work, and time off.
What is in the plan?
A utilization table with each person or role's capacity, allocated hours, available hours, and utilization, a capacity summary, upcoming projects with the resources they need and whether each is covered, the bottlenecks, recommendations such as hiring, contracting, reprioritizing, or delaying, and a scenarios table.
What should I include for a better plan?
All of the work, not only projects: support, maintenance, recurring meetings, and known vacations and holidays. Treating every hour as project time is the most common reason a capacity plan fails.
What does it not do?
It does not connect to your HR or time tracking systems or keep the plan updated on its own: it works from what you share, so review and refresh it monthly. It plans at the level of people and projects, not a day-by-day task schedule, and it returns text in the chat rather than a spreadsheet.
How do you calculate team capacity?
Take each person's working hours for the period, subtract time off, then multiply by a realistic utilization target for their role. Compare that total with the hours the work needs, and the difference is your gap or your spare room.
Is this capacity planner free?
Yes. You can plan capacity on the free plan. Paid plans raise the usage limits and include more credits for Premium mode.