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Guided exercise: schedule a capacity

Create a capacity step by step, staff the team and distribute 240 hours over four weeks across two employees – with a plausibility check and a plan-versus-actuals reconciliation.

Prerequisites

  • An employee account with access to the Projects / Capacities module
  • A project to serve as the target project
  • Two employees you are allowed to schedule

In this exercise you work through a concrete scenario: an ongoing project has 240 planned hours, which you distribute over four weeks across two employees (120 hours each). By the end you can create a capacity, staff the team, distribute the hours with the scheduling assistant and check the utilisation. It is best to follow the steps directly in teamspace as you go.

🎯 Goal. A fully scheduled capacity in which both employees are evenly utilised – without overbooking, with absences skipped automatically.

Step 1: Create the capacity

  1. In the main menu Projects, open the Capacities tile.
  2. Via the action box, create a new capacity with New and name it, for example, Project Phoenix – delivery.
  3. You land in the detail manager. Switch to the Master data tab and enter:
    • Manager (required): yourself or the project lead.
    • Start and End: a period of four weeks.
    • Time budget: 240 hours.
    • Probability: 100% (the order is already confirmed).
  4. In the Target project accordion, set your project as the target project.

More detail on the fields: Create and set up a capacity.

Step 2: Staff the team

  1. Switch to the Team tab and add two employees via New team member.
  2. Give each a Time budget of 120 hours.
  3. Check the Σ row at the bottom: it must come to 240 – matching the master-data budget.

💡 Plausibility. If the team sum and the master-data budget do not match, you have mistyped or forgotten a person. The Σ row is your quickest sanity check.

Step 3: Distribute the hours with the assistant

Instead of clicking 40 days individually, you use the scheduling assistant:

  1. Switch to the Resource schedule tab and open the Scheduling assistant in the Actions sidebar.
  2. Step General: the Capacity is already pre-filled.
  3. Step Action: choose New.
  4. Set the distribution: Total number of hours = 120 per person, distribution Evenly distributed.
  5. Activate Limit to available capacity so that holidays, sick leave and public holidays are skipped automatically.
  6. Step Team: choose the two employees (not All).
  7. Step Time: leave All days as it is, but narrow it via the Days field to working days (Mon–Fri).
  8. Click Save – the assistant distributes the hours evenly.
Resource schedule of a capacity after distribution via the scheduling assistant: several team members filled across the calendar weeks (CW14-CW18) with day cells
The resource schedule after distribution via the scheduling assistant – the team members are filled across the weeks. (Example capacity; in your exercise, make sure the utilisation per person stays at or below 100%.)

The whole mechanics of the assistant is covered in Work with the scheduling assistant.

Step 4: Check the utilisation

  1. Look at the totals block on the right of the resource schedule: Scheduled should be 120 per person, the Utilisation at or below 100%.
  2. If a utilisation of over 100% shows on a day, the employee is overbooked (for example because they are in another capacity at the same time). Smooth it out with the assistant, action Corrections → even out overbookings.
  3. Finally, take a look at the global Capacity planning report – there you see both employees in the context of all capacities (see Analyse capacities).

Done

You have created a capacity, budgeted the team, distributed 240 hours evenly and checked the utilisation. As soon as the employees book their time, you compare plan and actuals in the Capacity analysis tab – and with the warning system you are alerted to deviations automatically.