Overview
The Capacity Management page gives you a week-by-week view of workload across every firm member. From this single view, you can see who's scheduled to work on what, compare planned hours against actual hours logged, and make quick adjustments without leaving the page.
Note: This view is only accessible to account admins on the Premium Plan.
Viewing Capacity by Week
At the top of the page, use the year, month, and week date pickers along with the date range arrows to move between weeks (e.g., "July 13 - 19"). The page will refresh to show each team member's workload for the selected week.
Each team member appears as a collapsible row. Click the arrow next to their name to expand or collapse their assigned work.
Toolbar Buttons
Along the top of the table, a row of buttons on the right hand side lets you control what's displayed and get data in or out of the page:
Expand All - Expands every team member and project row at once, so you can see all tasks without clicking into each one individually
Display Unassigned Work - Shows work that hasn't yet been assigned to a team member
Display Overdue Work - Filters the view to only show items past their due date
Show Completed Work - Toggles visibility of tasks and projects that are already marked complete
Apply Filters - Opens filtering options to narrow the table by client, status, assignee, and more
Add Columns - Lets you customize the view by adding additional columns of data to the table
Export to CSV - Downloads the current table view as a CSV file for reporting or offline use
There is also a search bar on the upper left hand of the page.
Setting Team Member Capacity
Every team member can have a weekly capacity - the number of hours they're expected to be available to work. Once this is set via the Firm Members page, it displays on the right-hand side of their row alongside two figures:
Actual - the total hours they've logged so far for the week
[Scheduled] / [Capacity] hrs - for example, "12/32hrs" means 12 hours of work are currently scheduled against a 32-hour capacity
This gives you an at-a-glance read on whether someone is under-booked, on track, or overloaded for the week.
Understanding a Team Member's Work
When you expand a team member, you'll see their assigned work broken out with the following columns:
Client - The client the work belongs to
Assigned Work - The project or task name (e.g., "Bi Weekly Payroll," "A/R Reconciliations," "Bank Recs")
Assignee - Who the project (or task) is assigned to - shown as avatars at the project level, and by name at the task level
Status - Current status of the project or task (e.g., Not Started, In Progress)
Due Date - The due date for that item - this reflects either the project's due date or the individual task's due date, depending on the row
Actuals - Hours actually logged against that project or task
Budget - Hours budgeted for that project or task
Project Labels - any label currently on that project
Drilling Into a Project
Click into any Assigned Work item (e.g., "Bi Weekly Payroll" or "Bank Recs") to expand it and reveal the individual tasks underneath. Each task shows its own assignee, status, due date, actuals, and budget — so you can see exactly what's left to complete a project and who owns each piece.
Inline Editing
You don't need to open a separate edit window to make changes. Cells throughout the table are editable inline - just click directly into a cell to:
Reassign work to a different team member
Update a due date
Add or adjust actuals
Edit the budgeted hours
Change the project name
Changes save immediately, so the capacity totals at the top of each team member's row update in real time as you make edits.
Quick Tips
Use the weekly capacity totals ("Actual" and "Scheduled/Capacity") to quickly spot team members who are overbooked before the week starts.
Red due dates typically indicate items that are due today or overdue - check these first when planning the week.
Expand projects to task level when you need to reassign granular work rather than an entire project.