Team Resource & Capacity Planner
Who works on what, week by week: capacity, leave, projects, demand and what-if copies.
Free preview.
- Free preview: every person, project and what-if copy, with the timeline and the capacity view on screen in full under a watermark.
- Locked until you unlock it: download.
- Unlock: Pro pass, ₹179 for 30 days, a one-time payment that never renews.
Ways to unlock shows how to get the full result.
Printing this result is locked in the free preview.
The plan is saved in this browser on this device, so it suits one planner rather than a team editing together. Download a backup to keep a copy or to move it to another device.
Timeline
Each cell is a person’s week: hours allocated of the hours they have. Drag across weeks to assign the chosen project at that many hours a week (on a touch screen, tap each week). With a keyboard: arrow keys move between weeks and people, Space applies the choice above, Delete clears the chosen project and Enter opens the week.
- Over capacity
- Allocated
- Under-allocated
- Nothing allocated
- Away (leave or holiday)
- Demand nobody is staffed for
Add people under People and projects with their phases under Projects, or load the example under Data and backup.
Capacity against demand
Available hours are what the people with the role have each week after leave and holidays; demand is what the project phases need from the role, spread evenly over each phase’s weeks.
People and roles
The role links a person to the demand of the projects (Designer, Developer…). Hours a week: what the person works in a normal week.
Leave
Holidays for everyone
Projects and phases
Each phase has a first week, a length in weeks and the hours it needs from each role, written as “Designer 90, Developer 120”. The hours are spread evenly over the phase’s weeks.
Compare the plan and its what-if copies
Each copy is a plan of its own: try a new project or a hire in a copy and compare it here with the others, over each plan’s weeks.
Data and backup
Your data
Always available: a backup of every plan and copy, to keep or to open on another device.
Import
A backup of this tool, a CSV of people (Name, Role, Hours per week) or a CSV of projects (Project, Phase, Start, Weeks or End, Role, Hours): the file’s header row tells which.
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About the Team Resource & Capacity Planner
A resource planner for your team’s weeks. List your people with their role and the hours they work in a week, add leave and holidays, and set up projects with phases and the hours each phase needs from each role. Then paint allocations on the timeline: choose a project and the hours a week, and drag across a person’s weeks. Each cell shows the hours allocated of the hours the person has that week, coloured when it is over capacity or under-allocated, and the demand nobody is staffed for shows as placeholder rows under the people.
The capacity view sets the hours each role has against the hours the projects need, week by week for the quarter or longer. What-if copies let you try a new project, a hire or someone’s leave without touching the plan, and Compare puts the plans side by side. Import people and projects from CSV; export the schedule as an XLSX workbook or a PDF.
The plan is kept in this browser on this device, so it suits one planner rather than a whole team editing together. Planning, the what-if copies and the capacity view always work on screen; with a Pro pass you also get the timeline and the capacity view without the watermark, the XLSX and PDF schedules and the capacity report — without one, they show as a free preview.
How to use it
- Under People, add each person with their role (Designer, Developer…) and the hours they work in a normal week, then their leave and the holidays everyone has. Or import a CSV of people under Data and backup.
- Under Projects, add each project and its phases: the first week, the length in weeks and the hours needed from each role, written as “Designer 90, Developer 120”.
- On the Timeline, choose a project and the hours a week, then drag across a person’s weeks (on a touch screen, tap each week). Clears removes the project from the weeks you touch and Opens the week lets you type every project’s hours for one week. With a keyboard, move with the arrow keys and press Space or Enter.
- Open Capacity to see where a role is short of hours, make a What-if copy to try a change, and set the plans side by side under Compare.
- With a Pro pass, download the schedule as XLSX or PDF and the capacity report as CSV; the backup of your plans always downloads.
Examples
Asha works 40 hours a week. In one week she has 30 hours on the shop website and 15 on the booking app
Her cell shows 45 of 40 and turns red: 5 hours over capacity.
Chen works 32 hours over 5 working days; the week has one holiday
Available that week: 32 − 32 ÷ 5 = 25.6 hours.
A day off takes one day’s share of the weekly hours: the weekly hours divided by the working days.
The build phase needs 360 developer hours over 6 weeks (60 a week); Ben is allocated 35 hours a week to it
A placeholder row shows 25 developer hours a week that nobody is staffed for.
How capacity and load are worked out
A person’s capacity in a week is the hours they work in a normal week, less one day’s share for each working day of leave or holiday (the weekly hours divided by the working days). Their load is the hours allocated to them that week across every project. Above the capacity is over capacity (red); below the share you set above the timeline (70 % to start with) is under-allocated (amber); a week with no hours available is shown as away. Hours allocated in a week someone is away still count, so a booking during leave shows up at once.
Demand, placeholders and the capacity view
Each phase of a project needs a number of hours from each role, spread evenly over the phase’s weeks. Hours allocated on that project to people with that role count against the need; what is left shows as unstaffed demand on the timeline — placeholders for people you still have to find or move. The capacity view adds up, for each role and week, the hours its people have after leave and holidays, the hours the projects need and the hours allocated, so a gap between demand and available hours tells you when to hire, move work or stretch a phase.
What-if copies
A what-if copy is a separate plan that starts as a copy of the plan that is open. Try a new project, a hire, a later start or someone’s leave in it, and the original stays as it was. Compare lists every plan with its hours available, demand, allocated hours, unstaffed demand and the person-weeks over capacity or under-allocated. Delete copies you no longer need; up to 12 plans are kept.
Import and export
- People CSV: Name, Role and Hours per week; a person with the same name is updated.
- Projects CSV: one row per phase and role, with Project, Phase, Start, Weeks (or End), Role and Hours; rows of the same phase add up. Download either template to see the columns.
- Backup: every plan as a JSON file that this tool reads back, on any device.
- XLSX: the schedule coloured by load, every allocation, the capacity by role, and the people, projects and leave, each on its own sheet. PDF: the schedule on landscape pages of up to 13 weeks, then the capacity by role.
Your plan stays on this device
Everything is saved in this browser’s storage on this device as you work: you don’t need an account, nothing is uploaded and MySmartCoPilot has no copy. That also means no sharing and no live collaboration: to move the plan to another device or hand it to someone, download a backup and import it there. Clearing this site’s data in the browser deletes the plans, so download a backup now and then.
Limitations
- One browser on one device: no sharing, sync or live collaboration. Other tabs of the planner in the same browser stay in step.
- Plans are made by the week: who works on what on each day is not shown.
- Demand is spread evenly over each phase’s weeks; split a phase in two to plan a ramp-up.
- Each person has one role, and demand is matched to people by the role’s name, so use the same names under People and Projects.
- Up to 12 plans, 150 people, 80 projects, 20 phases a project and 52 weeks on the timeline.
Privacy
Everything happens in your browser. People, projects, leave and allocations are kept in this browser’s storage on this device and are never uploaded. Backups and exports are files you download yourself.
Frequently asked questions
What do I get without a pass?
Without a pass, Team Resource & Capacity Planner shows every person, project and what-if copy, with the timeline and the capacity view on screen in full under a watermark. Until you unlock it, the result can’t be downloaded. A Pro, Premium or Ultimate pass, a one-time payment that never renews, unlocks the full result. The pricing page lists the passes and their prices.
Can my team edit the plan together?
Not from different devices at once: the plan is kept in one browser and there is no sync or live collaboration. One person keeps the plan and shares a backup or the schedule; others can import the backup as a copy of their own.
How do I plan someone who works part-time?
Give them the hours they work in a normal week (20 for half-time, for example). Their capacity, their colours and the capacity view all follow their own hours.
What counts as under-allocated?
A week in which the hours allocated are below the share of capacity you set above the timeline (70 % to start with). Set it to 0 to switch the amber colour off.
Do holidays on a weekend take hours off?
No. Only working days count, and you choose them under People. A holiday or a day of leave on a day nobody works takes no hours off.
Is my plan private?
Yes. It is saved only in this browser on this device and never sent to MySmartCoPilot or anyone else. Anyone who uses this browser profile can open it, so use your own profile on a shared computer.