Before you start
Resource Capacity Planner
Set a resource plan against the hours your team really has, and see the month each role stops fitting, before the plan is agreed.
Read a team list, a resource plan and, if you have one, a list of time off, as .xlsx or .csv, inside your browser. Nothing is uploaded.
Team
Drop a spreadsheet here
One row per person: name, role, and availability or hours a week. Start and leave dates if they change inside the plan.
Time off (optional)
Drop a spreadsheet here
Name, first day away and last day away, or a number of days.
Resource plan
Drop a spreadsheet here
A role on each row and a column per month, in people (1 = one full-time person) or hours.
Hours the team really has
A resource plan usually counts heads. The tool counts hours: the working days in each month on your calendar, only while each person is on the team, less the days they are away, times the hours they work in a day and the share of the week they are available. A developer at 60 percent who takes two weeks off in August has a very different August from the one the headcount suggests.
Where it stops fitting
Demand from the plan and capacity from the team are set side by side for every role and every month. The first month a role is asked for more than it has is the month the plan stops fitting, and the tool names it, with the size of the gap in people. Months that fit with little room, more than 90 percent used, are marked too, because a plan with no slack slips at the first sick day.
Roles, not a pool
Capacity is not moved between roles: a spare tester does not cover a missing developer. The Everyone row adds all roles together for scale, and will usually look healthier than the roles do, which is exactly why the roles are shown one by one. A role the plan asks for that nobody on the team holds is flagged on its own.
The files
The team list needs a name and a role, and can carry availability as a percentage or hours a week, and dates people join or leave. The plan can have a column per month, in people or in hours, or one row per role per month. Time off can be a first and last day, or a first day and a number of days.
What this does not do
It does not assign people to work or decide who covers a gap; it shows where the gaps are. It treats everyone in a role as interchangeable, which people are not. For who is booked on which work week by week, the Overallocation Finder reads assignments instead.