Free tool
Team Capacity Planner
See who's over- or under-allocated across your projects over the coming weeks. Add your people, their time off, and what they're working on — then spot conflicts and try changes before you commit to them.
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Plan capacity across every project automatically — Affinity PM brings projects, tasks, and people together.
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How it works
- Available hours = weekly hours × (1 − overhead %), minus any planned time off. Overhead covers meetings, email, support, and other non-project work — 20% is a reasonable starting point if you don't know yet.
- Allocations are hours per week or a % of someone's project time, for a date range. Leave the dates blank to use the project's dates.
- Time off doesn't cancel allocations. If someone is booked on a project during a week they're out, it shows as a conflict so you can decide what moves.
- Flags: over 100% is over-allocated, 90–100% is near capacity, and under 50% has room for more work. Weeks start on Monday and count Monday–Friday.
- Try before you commit. Turn on what-if mode to move, shorten, or change allocations and see the effect on the grid immediately. Apply the changes or discard them.
- Keep it rough. Capacity plans are estimates. Update them weekly rather than trying to get them perfect once.
Planning the tasks and timeline for a single project? Try the free Affinity PM Lite. This planner is a guide for conversations with your team — not HR or staffing advice.