Capacity Planning Made Easy | Optimise Team Workload with WorkflowMAX

What changes for your team

See your whole team's workload at a glance

A colour-coded weekly timeline shows every staff member's capacity – yellow for under-utilised, green for ideal, red for overloaded. Spot problems before they happen.

Drag and drop to assign work

Drag a task onto someone's schedule. Resize it, move it, reassign it – in seconds. No clicking through individual jobs one at a time.

Know what's planned – and what isn't

Unassigned tasks surface automatically, so nothing slips through. If it's not on someone's schedule, you'll see it.

Real-time capacity updates

Every change you make – dragging, resizing, reassigning – updates the capacity view instantly. See the impact before you commit.

Flexible scheduling

Spread hours across a week or load them onto specific days. Start, pause, and restart – because real projects don't run in straight lines.

Handle multiple jobs per person

When someone's across three jobs at once, you'll see all three – clearly separated, no overlap, no clutter.

What's calculated for you

WorkflowMAX handles the numbers automatically so you can focus on planning:

Remaining hours – estimated time minus planned time, so you always know what's left to assign
Capacity % – planned hours as a percentage of each person's configured working hours
Under- and over-allocation – flagged clearly so you can see at a glance who has room and who's stretched too thin
Actual time logged – see how much time has already been recorded against each job, so you can compare planned vs actual as work progresses

Capacity thresholds are configurable – set your own percentages for what counts as under, ideal, or over for your business.

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Built for professional services

Whether you're running a team of 10 or 50, v1 of Capacity Planning gives you the visibility to answer the question that matters most before taking on new work: do we actually have the capacity?

It's designed for firms where staff are spread across multiple jobs at once – and where one double-booking can throw off an entire client delivery.

And because our v1 of Capacity Planning lives inside the same system where you quote, track time, cost jobs, and invoice, every planning decision connects directly to profitability. No exporting. No reconciling across tools. One system from quote to cash – that's the WorkflowMAX Job Profitability OS.

Make it yours

Customise your colour scheme

Choose your own colours for the capacity timeline, or let WorkflowMAX set them automatically based on billable status – so you can instantly tell billable work from non-billable at a glance.

Filter by team or client

Narrow the view to a specific team or client to see exactly what's been planned. Whether you're checking one team's workload or reviewing everything scheduled for a key account, the right view is one click away.

Account for leave and non-project time

Use capacity-reducing jobs to block out leave, training, or internal work. When someone's on annual leave, their available hours drop automatically – so you're never planning against time that isn't there.

Configure normal working days and hours

Set each person's standard working days and hours to reflect how your team actually operates. Capacity calculations adjust automatically, whether someone works Monday to Friday or three days a week.

Your team's plan, in their pocket

Our v1 of Capacity Planning isn't just for the people running the schedule - it's for the whole team, wherever they are. The WorkflowMAX mobile app gives every team member a clear view of what's planned for their day, right from their phone.

100,000+

Users worldwide trust WorkflowMAX to track and manage their jobs.

WorkflowMAX is essential for our business. It's intuitive, easy to use, and makes us much more efficient in charging projects correctly.

Andrew S.

Episode Two

50% Less Admin Time

Spend less time on admin work, more on valuable client work.

We moved back and the team actually loves using it—billing is faster and we can see margins live.

Darlene Robertson

Principal, Surveying & Engineering Firm

100,000+

Users worldwide trust WorkflowMAX to track and manage their jobs.

It’s the same soul with better bones—job costing, timesheets, and invoicing finally work as one.

Floyd Miles

Implementation Partner

Built for Professional Services

Purpose-built for accountants, architects, engineers, and consultants – not retrofitted from generic project management software.

WorkflowMAX has made a huge difference to how we run our projects. A great system backed by great support. Highly recommended.

Rob P.

MAF Associates

Any questions?

Which WorkflowMAX plan includes Capacity Planning?

Capacity Planning is available on the Advanced plan. You can start a 14-day free trial of Advanced to test it with your team before committing.

What happens if I allocate too many hours to someone?

The system won't block you over-allocation is intentionally allowed so you can plan ahead and adjust. Over-allocated staff are highlighted clearly with colour coding, and capacity percentages update in real time so you can redistribute work before it becomes a problem.

How is Capacity Planning different from using a spreadsheet?

Spreadsheets can track allocations, but they don't update in real time, can't show remaining capacity as timesheets come in, and break the moment two people edit simultaneously. WorkflowMAX Capacity Planning connects directly to your jobs, tasks, and timesheets so every planning decision is informed by live data and feeds into the same system where you quote, track, and invoice.

How does WorkflowMAX Capacity Planning help me manage my team's workload?

Capacity Planning provides a visual, drag-and-drop timeline showing every staff member's planned work alongside their available hours. Colour-coded indicators flag under-utilised, ideally loaded, and over-allocated team members at a glance. Assign, reassign, and resize task allocations directly in the planner, and every change updates capacity metrics instantly.

Does planned time update automatically when timesheets are logged?

No planned time is kept separate from actual timesheet entries. This keeps your planning view stable so hours don't shift as staff log time. You can compare planned versus actual at any point, but the plan itself remains a deliberate, manager-driven allocation.

Can staff see their own allocations?

Yes. Team members can view their own schedule and see what they're expected to work on and when. Allocations also appear in the dashboard widget for a quick daily overview, and staff can check their schedule from the mobile app when they're away from their desk. Admins control view and edit permissions independently so team leads can plan for their group while individual staff see only their own workload.

Does Capacity Planning work for part-time staff?

Yes. Capacity is based on each person's configured working hours, so part-time team members are reflected accurately not assumed to be full-time.

Can I plan at the job level or does it need to be task-level?

Both. Allocate time to a whole job or to individual tasks within it, depending on how your team works. This flexibility means you can plan at a high level early in a project and get more granular as the work takes shape.

Additional features

FEATURES

Estimating and quoting

Xero and QuickBooks integration

Customisation

Time tracking

Document management

Reporting and dashboard

Invoicing

Lead manager

Job management

INDUSTRIES

Architects

Engineers and designers

Building and construction

Business consultants

Creative agencies

INTEGRATIONS

Xero

Airwallex

Suitefiles

QuickBooks

Google Drive

Box

Hubspot

Dropbox

EzzyBills

Resources

Visit the blog

Watch a webinar

Implementation options - coming soon

Find a partner

WorkflowMAX academy

Visit the help centre

Contact sales

Contact support

FAQs

Stop guessing. Start planning.

Capacity planning

What changes for your team

See your whole team's workload at a glance

A colour-coded weekly timeline shows every staff member's capacity – yellow for under-utilised, green for ideal, red for overloaded. Spot problems before they happen.

Drag and drop to assign work

Drag a task onto someone's schedule. Resize it, move it, reassign it – in seconds. No clicking through individual jobs one at a time.

Know what's planned – and what isn't

Unassigned tasks surface automatically, so nothing slips through. If it's not on someone's schedule, you'll see it.

Real-time capacity updates

Every change you make – dragging, resizing, reassigning – updates the capacity view instantly. See the impact before you commit.

Flexible scheduling

Spread hours across a week or load them onto specific days. Start, pause, and restart – because real projects don't run in straight lines.

Handle multiple jobs per person

When someone's across three jobs at once, you'll see all three – clearly separated, no overlap, no clutter.

What's calculated for you

Built for professional services

Make it yours

Customise your colour scheme

Choose your own colours for the capacity timeline, or let WorkflowMAX set them automatically based on billable status – so you can instantly tell billable work from non-billable at a glance.

Filter by team or client

Narrow the view to a specific team or client to see exactly what's been planned. Whether you're checking one team's workload or reviewing everything scheduled for a key account, the right view is one click away.

Account for leave and non-project time

Use capacity-reducing jobs to block out leave, training, or internal work. When someone's on annual leave, their available hours drop automatically – so you're never planning against time that isn't there.

Configure normal working days and hours

Set each person's standard working days and hours to reflect how your team actually operates. Capacity calculations adjust automatically, whether someone works Monday to Friday or three days a week.

Your team's plan, in their pocket

100,000+

50% Less Admin Time

100,000+

Built for Professional Services

Any questions?

Which WorkflowMAX plan includes Capacity Planning?

What happens if I allocate too many hours to someone?

How is Capacity Planning different from using a spreadsheet?

How does WorkflowMAX Capacity Planning help me manage my team's workload?

Does planned time update automatically when timesheets are logged?

Can staff see their own allocations?

Does Capacity Planning work for part-time staff?

Can I plan at the job level or does it need to be task-level?

Additional features

Reporting

Lead manager

Invoicing

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