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.
Built for professional services
Whether you're running a team of 10 or 50, 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 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.
Additional features
