Capacity management is out! 🚀

Toggl Focus FAQs and How-Tos
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Capacity allows all managers to keep an eye on the workload of their team to make sure that everyone’s pulling their weight, no one’s burned out and that there are no resource-related bottlenecks in the near future.

Capacity calculations

They are fairly straight forward and depend on two things:

  • The amount of total working hours available for the day for the user
    • We assume 8 hours as a default
    • You can change that by setting up your working hours under settings
    • During time off and public holidays, the available time is 0
      • This is a basic requirement of a capacity calculation to ensure the system sends the right signals at the right time, as any scheduled work during a day off should be regarded as overtime
  • The amount of total daily estimates allocated to the user in that day
    • This means a task that’s assigned to the user has to have (1) dates that match the time period you are looking at and (2) estimates assigned to the task
    • Estimates can be set up in the task modal
    • All task estimates are total task estimates (not daily task estimates)
      • Daily estimate = total task estimates: number of days

Availability panel

This is there to give you a summarised overview of your team’s availability (in % and hours) at a glance.
Control the panel by choosing the time cadence (this/next week or month)
Grey communicates that things are as should be: members are of 70-100% capacity
Red communicates significant over- or under-capacity

Daily capacity

Important for the day-to-day planners and project managers who need to make sure work gets done and people are sufficiently loaded with work. We have adopted an approach of only signalling if there’s need for action, hoping this would ensure a somewhat calmer experience in the UI.

  • Signals over- or under-capacity with arrows up or down, respectively
    • Full capacity (70-100%) is treated as “normal”, there are no signals here
  • Gives hourly overview upon hover
  • Only works on tasks that have estimates attached
    • They can be set up inside the task modal
    • All estimates are total estimates
    • And, therefore, should a task be elongated on the timeline, the daily estimate changes while the total remains the same