Booked hours against available hours
Available hours are a full week times availability, so 32 hours for someone at 80%. Booked hours are the sum of all their projects. The gap between the two is what you can still promise.
Free template
Resource capacity planning template
Who works on which project, how many hours they have, and where you have booked more than that. Spot a clash weeks before it turns into a delay.
Free, no signup. Opens in Excel, Google Sheets and Numbers.
Imports asTeam
What is in the template
Example data. Delete it before you add your own.
| Name | Role | Department | Employment type | Availability | Hourly rate | Project | |
|---|---|---|---|---|---|---|---|
| Sanne de Vries | sanne@example.com | Project manager | Operations | Full-time | 100 | 95 | Website relaunch |
| Sanne de Vries | sanne@example.com | Project manager | Operations | Full-time | 100 | 95 | CRM rollout |
| Joris Bakker | joris@example.com | Developer | Engineering | Full-time | 100 | 85 | Website relaunch |
| Joris Bakker | joris@example.com | Developer | Engineering | Full-time | 100 | 85 | CRM rollout |
| Amira El Idrissi | amira@example.com | Designer | Design | Part-time | 80 | 80 | Website relaunch |
| Tom Hendriks | tom@example.com | Consultant | Operations | Full-time | 100 | 110 | CRM rollout |
| Lisa Smit | lisa@example.com | Data engineer | Engineering | Full-time | 100 | 90 | CRM rollout |
| Daan Visser | daan@example.com | Developer | Engineering | Contractor | 60 | 75 | Website relaunch |
How to use it
On the Team tab, add each person with their role, availability and rate. Someone on two projects gets a row for each.
On the Capacity tab, fill in the hours each person spends on each project per week.
Check the totals at the bottom. A week turns red when someone is booked for more hours than they have.
Move work or bring someone in while the red weeks are still a month away.
What each column means
- Name
- Full name. Someone on two projects gets one row per project.
- Work email. Used to recognise the same person across rows.
- Role
- Job title.
- Department
- Team or department.
- Employment type
- Full-time, Part-time, Contractor, Freelancer or Intern.
- Availability
- Share of a full week this person works, from 0 to 100. Four days a week is 80.
- Hourly rate
- What an hour of this person costs or is billed at, as a plain number.
- Project
- The exact project name. The import uses it to put each row on the right project.
How to read a capacity plan
Plan at 80%, not 100%
Meetings, sick days and small requests eat time. Book people to their full hours and every surprise causes a delay somewhere.
Look four to eight weeks ahead
This week is too late to fix a clash. Most capacity problems show up a month out, when you can still move work or bring someone in.
When the capacity sheet stops being enough
The capacity tab only knows what you type into it. When a milestone slips, the hours move in the project plan but not in this sheet. In Vaizy capacity comes from the milestones and deliverables people are assigned to, so a slipping project shows up as an overbooked person straight away.
See capacity planning in VaizyImport it into Vaizy
Start a free trial and open the import dialog from the dashboard.
Drop in the file. Vaizy recognises the columns and maps them for you.
Check the preview and import. Nothing is saved until you confirm.
Questions about this template
Checking whether the people you have can do the work you planned. You compare the hours each person is booked for with the hours they have, week by week.
Set their availability, for example 80 for four days a week. Enter their available hours on the Capacity tab the same way: 32 instead of 40.
The Team tab imports as is: each person with role, rate and availability, added to the projects you list. The Capacity tab is for planning in the spreadsheet. In Vaizy capacity follows from the work people are assigned to.
More free templates
Outgrown the spreadsheet?
Import this template into Vaizy and see it next to your milestones, team and budget. Free for 14 days, no credit card needed.