Free Capacity Planning Tool

Check if you have available resources to deliver your project on time.

Project Timeline

Project Duration

Team Capacity

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Project Tasks

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Capacity Analysis

Project Status

Project is feasible with current resources

Capacity Utilization 0%
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How Project Capacity Calculator Works

Follow these steps to estimate your project capacity:

  • 1

    Set the project timeline.

    Choose the start and end dates. You can also manually adjust the number of working days to reflect holidays or a custom schedule.

  • 2

    Add team members and their daily availability.

    For each person involved, specify how many hours per day they can realistically dedicate to this project (not their total working time).

  • 3

    Enter task estimates.

    You can either:

    • Add a list of tasks with individual time estimates, or
    • Enter a single total estimate for the entire project
  • 4

    Once all data is filled in, the calculator automatically displays:

    • Project Status: Whether the project is feasible with current resources
    • Capacity Utilization: What percentage of available time will be used
    • Total Task Hours: Combined effort required to complete all tasks
    • Available Capacity: Total team capacity over the project duration
    • Working Days: Number of days in the project timeline
    • Daily Capacity: Combined number of work hours available per day across the team

    This breakdown helps you assess workload distribution and spot any capacity gaps early.

FAQs: Project Capacity Planning

  • Capacity planning helps you determine whether your team has enough time and resources to complete a project within a given timeframe. It involves comparing the total work required (task hours) with the team's availability.

  • Capacity utilization is calculated as: (Total Task Hours / Available Hours) × 100% It shows how much of your team's available time will be used on this project.

  • Ideally, utilization should stay under 80–85% to leave room for meetings, unexpected work, and buffer time. Rates above 100% usually indicate overload or unrealistic expectations.

  • Yes. You can manually adjust the number of working days to reflect time off, public holidays, or non-working periods. For more precise and automated planning, actiPLANS lets you track team members' leave schedules, public holidays, and availability in real time — so you always know who's available and when.

  • You can do either. If you have a detailed breakdown of tasks, enter them with estimates. If not, just provide a total estimated effort — the calculator will still work.

  • The result is an estimate based on your inputs. It's designed for quick, high-level planning.

  • You can:

    • Add more team members
    • Extend the project timeline
    • Reduce project scope
    • Reallocate internal resources

  • While this calculator gives you a high-level overview, it doesn't show how workload is distributed across the project timeline. With actiPLANS, you can visualize workload by day, week, or month — see how tasks align with each team member's availability, spot potential bottlenecks, and adjust plans in real time. It's a clear way to balance workloads and prevent overload before it happens.

Need a clearer way to manage
team capacity?

Use actiPLANS to track team availability, manage time off, and plan project workload based on real working hours.

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