Work Capacity Schemes

What Are Capacity Schemes Back to top

A capacity scheme defines how many hours a person is available to work on each day of the week. Each scheme contains seven values — one for each day from Monday to Sunday — with each value ranging from 0 to 24 hours. The app uses these values to calculate how much capacity each team member has available on any given day.

Why Capacity Matters

Accurate capacity data is the foundation of workload planning. Without it, the scheduler cannot tell you whether a team member is over-allocated or has available hours. Capacity schemes let you model real-world schedules — part-time employees, compressed work weeks, weekend shifts — so the workload indicators on the timeline reflect reality.

Default Scheme Back to top

The app ships with a built-in Standard Full-Time scheme that applies to all users who have not been assigned a custom scheme. This default represents a typical 40-hour work week:

Day	Mon	Tue	Wed	Thu	Fri	Sat	Sun
Hours	8	8	8	8	8	0	0

The default scheme totals 40 hours per week. Any user without an explicit scheme assignment uses this schedule for workload calculations.

Note: You can modify the default scheme values but cannot delete it. If you change the default, it affects all users who do not have a specific scheme assigned.

Creating Custom Schemes Back to top

To create a custom capacity scheme, navigate to Settings (admin only) > Capacity and click "Create Scheme". Enter a name and set the hours for each day of the week.

Common Examples

Part-Time

4h Mon–Fri, 0h weekends

20h/week

Compressed Week

10h Mon–Thu, 0h Fri–Sun

40h/week

Weekend Support

0h Mon–Fri, 8h Sat–Sun

16h/week

You can create as many schemes as needed to model different working arrangements across your organization. Each scheme is independent and can be assigned to any number of users.

Managing Schemes Back to top

From the Settings > Capacity tab, you can manage existing schemes with the following actions:

Edit — Change the scheme name or adjust hours for any day. Changes take effect immediately for all assigned users.
Duplicate — Create a copy of an existing scheme with a new name. Useful for creating variations (e.g., "Part-Time Morning" vs "Part-Time Afternoon").
Delete — Remove a scheme. Users who were assigned the deleted scheme will fall back to the default scheme.

Important: Editing a scheme updates workload calculations for all users assigned to it. If you reduce a user's capacity, their workload indicators on the scheduler will update to reflect the new available hours. Check for over-allocation after making changes.

Assigning Schemes to Users Back to top

Each user can be assigned exactly one capacity scheme. If no scheme is explicitly assigned, the user uses the default scheme.

To assign a scheme:

Open Settings > Capacity and select the scheme you want to assign.
Click "Assign Users" to open the user picker.
Search for a user by name — type at least 2 characters to see results. The picker supports large teams (10,000+ users) with debounced search.
Select the user to assign the scheme. The assignment takes effect immediately.

Users can view their assigned capacity scheme on the My Account page. If you reassign a user to a different scheme, the previous assignment is replaced.

How Capacity Feeds into Workload Back to top

The workload indicator on the scheduler uses capacity to determine whether a user is under-allocated, at capacity, or over-allocated on each day. The utilization formula is:

Utilization % = (Scheduled Hours / Capacity Hours) × 100

The workload bar is color-coded based on the utilization percentage:

Utilization	Color	Meaning
0%	Grey	No work scheduled — fully available
1% – 99%	Green	Under capacity — has available hours
100%	Blue	At capacity — fully booked
> 100%	Red	Over-allocated — more work than available hours

Capacity is also reduced by approved leave and holidays. On a holiday or full-day leave, capacity drops to 0 regardless of the scheme. On a half-day leave, capacity is halved.