Capacity planning tool for team hours
A capacity planning tool answers one question before any work is assigned: how many hours can your team give this period? Start from headcount, the contracted day and the working days. Then take out booked leave and company holidays, and what's left is the figure to plan against. This calculator shows each deduction on its own line.
Fill in every field to see the result.
How to use it
Step 1
Enter your headcount, the contracted hours in your working day and the working days in the period. Use your contract's figure for the day, since eight hours is common but far from universal. No working-day count yet? The working days calculator gets it from your own weekend.
Step 2
Add the leave days your team already has booked. Count one day per person, so three people away on Tuesday is three days.
Step 3
Add company holidays in their own field. A holiday closes the office for everybody, so the tool multiplies each one by headcount for you.
Step 4
Read the result: available hours, hours per person, gross hours and the share removed. With the sample figures, 10 people on an 8-hour day over 21 days hold 1,680 gross hours. Six leave days and one holiday take out 128 of them, 7.62%, leaving 1,552.
Step 5
Book project work against the available figure, never the gross one. Anything planned past it is a staffing question you'll want answered before the month starts.
Questions people ask
What does a capacity planning tool do?
A capacity planning tool works out the hours a team can give a period once absences come out, so work is booked against real time. This page does that sum for one period. PeopleMuster's capacity grid does it every day for every person, and bands each cell Under, Partial, Full or Over.
What is the formula for team capacity in hours?
Headcount × hours per day × working days, minus leave hours and holiday hours. Leave counts per person, so five people away is five days. A holiday shuts the office, so it comes off once for each person on the team. Entering a holiday as leave as well removes the same hours twice.
Does PeopleMuster subtract leave from capacity automatically?
Yes. The capacity grid shows each person by day with leave and holidays already taken out, marked L and H. Approving a leave request empties that day on the plan, because leave and capacity sit in one database.