capacity planning
See staff capacity against forecast work.
Set weekly capacity for individual staff members and allocate forecast hours to project and production tasks. WorkGuru uses those forecast hours against each person’s available capacity, giving you a view of allocated and available hours across the selected scheduling period.
Overview
Compare available capacity with allocated hours
Plan ahead. Balance workloads. Keep work moving.
WorkGuru Capacity Planning uses each staff member’s weekly capacity and the forecast hours allocated to their tasks to show how much of their capacity has been assigned.
As forecast hours are allocated to project and production tasks, those hours contribute to the staff member’s workload for the relevant scheduling period.
Use the Staff Board to compare capacity across the team and see where hours are available or already allocated.
How it runs
From job to schedule
01
Job
02
Task
03
Resources
04
Capacity
05
Schedule
Capacity
See available capacity against allocated work
Compare the hours available with the hours already allocated.
WorkGuru compares each staff member’s weekly capacity with the forecast hours allocated to their project and production tasks.
As forecast hours are assigned, they contribute to the staff member’s workload for that period. This shows how much capacity has been allocated, how much remains available and where allocated hours exceed the capacity set for that person.
What’s inside
Capacity planning features
01
Staff capacity
Set weekly capacity for individual staff members and view their available capacity across the selected scheduling period.
02
Allocated and available hours
Compare the forecast hours already allocated to each staff member with their available capacity.
03
Capacity allocation
See when allocated forecast hours are approaching or exceeding the capacity set for an individual staff member.
04
Forecast hours by task
Allocate forecast hours to staff assigned to project and production tasks. These hours are included when calculating their scheduled capacity.
05
Staff Board
Review staff capacity and allocated forecast hours across the team from the Staff Board to see how upcoming work is distributed.
Capabilities
What it does
Capability
View staff capacity and allocated hours
See each staff member’s available capacity and allocated forecast hours for the selected scheduling period. Capacity is displayed as a percentage, showing how much of each person’s available capacity has been allocated to scheduled work.
Capability
Allocate work against staff capacity
View each staff member’s available capacity alongside their allocated forecast hours, then assign forecast hours to upcoming project and production tasks. New allocations are reflected in the staff member’s capacity for the relevant scheduling period.
Capability
Multiple contacts per client
Add multiple contacts to the same client record. Each contact can have their own name, email address, phone number and position, keeping estimators, site contacts, accounts staff and other client contacts as separate records under the same client.
Plan staff capacity using forecast
hours and scheduled work
Staff Scheduling
View scheduled work against individual staff and manage who is allocated to each task.
Explore Staff Scheduling →Gantt Scheduling
Plan projects and tasks across a timeline and adjust scheduled dates as work changes.
Explore Gantt Scheduling →Project Management
Manage the projects, tasks and forecast hours used when planning staff capacity.
Explore Project Management →Task Management
Assign staff and forecast hours to the individual tasks that make up a project or production job.
Explore Task Management →Timesheets
Record actual hours worked against tasks and compare them with the hours originally forecast.
Explore Timesheets →Calendar Scheduling
Schedule project tasks by date and time and allocate the staff responsible for completing them.
Explore Calendar Scheduling →Day to day
Using Capacity Planning day to day
A new job needs to be allocated
Check available capacity across the team before assigning forecast hours for the project or production tasks.
A staff member is approaching capacity
Compare their allocated forecast hours with their weekly capacity to see how much capacity remains for additional work.
The workload changes
Update forecast hours or task allocations as planned work changes. The revised hours are reflected against each staff member’s capacity for the relevant scheduling period.
built for
Capacity Planning Built for the Way You Work
Fabrication Capacity Planning
Plan upcoming fabrication work around available staff hours, workloads and the jobs already in your schedule.
Explore Fabrication →Manufacturing Capacity Planning
See upcoming production workloads and understand where your team has capacity before committing new work.
Explore Manufacturing →Structural Steel Capacity Planning
Plan labour across structural steel projects and see how forecast hours affect capacity across upcoming work.
Explore Structural Steel →Engineering Capacity Planning
Balance project workloads, forecast hours and staff availability across engineering jobs and project tasks.
Explore Engineering →Don’t see your industry? View more industries using WorkGuru →
FAQs
Common questions & Objections
“Our staff don’t all work the same hours.”
Capacity can be set for individual staff members. This allows each person’s capacity to reflect their available working hours rather than applying the same capacity across the entire team.
“Our forecast hours change as the job changes.”
Forecast hours can be updated as the planned work changes. Updated hours are then reflected in the staff member’s capacity for the relevant scheduling period.
“We don’t want another capacity plan to maintain separately.”
Capacity Planning uses the staff allocations and forecast hours associated with WorkGuru project and production tasks. Capacity information is therefore connected to the work being planned rather than maintained as a separate capacity spreadsheet.
FAQs
Capacity Planning FAQs
How does WorkGuru calculate staff capacity?
WorkGuru uses the weekly capacity entered for each staff member and compares it with the forecast hours allocated to that person on project or production job tasks. Capacity is then displayed as a percentage for the selected date period.
Where can I see staff capacity in WorkGuru?
Staff capacity can be viewed from the Staff Board under Projects → Schedule → Actions → Staff Board. The Staff Board shows available staff capacity across the selected period.
Can I set the weekly capacity for each staff member?
Yes. Weekly capacity is configured for staff in their user settings under Administration → Users. WorkGuru uses this capacity when calculating availability on the Staff Board.
What hours count towards a staff member’s capacity?
Forecast hours allocated to a staff member on project or production job tasks are used against their capacity. To allocate capacity-reducing hours, assign the staff member to the task and specify the forecast hours expected for their work.
Why can scheduled capacity show more than 24 hours?
The Staff Schedule displays the person-hours required to complete scheduled tasks, rather than the number of calendar hours in a day. Because these are person-hours, the total displayed for a scheduling period can be greater than 24 hours.
Can I report on forecast staff capacity?
Yes. WorkGuru includes a Staff Forecast Capacity Report, which reports staff capacity based on task lines and provides a forecast of workload. The support documentation notes that this report defaults to eight hours per day when weekly capacity has not been set.
See your team’s capacity against real work.
Use your own projects, production tasks and forecast hours to see how WorkGuru Capacity Planning works with your team.