Free capacity planning template for teams (Excel and Google Sheets)

Five steps

How do you use this capacity planning template?

Fill in four sheets, one step each, and read the result on the fifth: your team, their time off, their recurring meetings and admin, and the work planned for them. Blue cells are inputs, every other cell is a formula, and dropdowns keep names consistent.

1. 1

   List your team

   • Team

   Add each person's name, role and contracted hours per week, with part-time hours where they apply. Then set the first week of the plan on the Capacity summary sheet.

2. 2

   Add time off

   • Time off

   Enter vacation, holidays, training and other absences as the person, any date in that week and the hours off. For a day off on a 40-hour contract, enter 8.

3. 3

   Add recurring meetings and admin

   • Recurring meetings and admin

   List each person's standing commitments in hours per week: stand-ups, 1:1s, team meetings, email and reporting. A typical week in their calendar is the quickest source.

4. 4

   Add the work

   • Work demand

   For each project a person works on, enter the estimated hours per week and the first and last week. If the hours change partway through, split the work into two rows.

5. 5

   Read the summary and rebalance

   • Capacity summary
   • Weekly overview

   Red is over capacity, amber is under capacity and green is within. Move work from red weeks to people with spare hours, move dates, or agree on overtime openly, then review the plan every week.

Plan with real data

How do you plan capacity with real data instead of guesses?

Replace the assumptions in the plan with measured hours. A spreadsheet starts from contracted hours and estimated meetings; work data shows how many hours people actually spend working at their computers, and where those hours go.

Intelogos is a workforce analytics platform that shows how work time is spent across apps and websites, without screenshots or keystroke logging, and lets managers ask questions about it in plain language. Here is what its workforce analytics adds to a capacity plan.

• Expected hours from your real schedules

  Admins set work hours in Settings: a company policy with workdays and hours per day, plus custom policies for specific people or departments, such as a four-day week. Availability and Productivity are measured against those expected hours.

  Work hours settings

• Time off that keeps the numbers fair

  People request time off in the Time Off module and managers approve it. Days covered by approved time off are left out of the Workday average, so a week of vacation does not pull it down.

  Time Off

• Workday and Availability for every person

  Workday is the average amount of time tracked on a workday. Availability is the portion of the day the user was working, out of the total amount of time they were expected to work. Low Availability can mean time off, meetings or work away from the computer, so treat it as a question to ask, not a verdict.

  Availability KPI

• The whole team in one table

  The Team page lists these KPIs for everyone you manage, grouped by department, manager, job title or project with group averages, and exports the table to CSV.

  Team page

• Where meeting and admin time goes

  Time categories group tracked time by type of work, including Communication (messaging, email and calls), on the Dashboard and Profile pages: a check on the hours you entered on the Recurring meetings and admin sheet.

  Time categories

• Questions in plain language

  On the AI Intelligence plan, Ask AI answers questions about your team's work data, such as "Is there anyone who might be at risk of burnout?"

  Ask AI

Intelogos doesn't take screenshots. Intelogos doesn't record what people type; it records only whether keyboard or mouse input happened. It doesn't estimate tasks or schedule project work either: the template does the planning, and Intelogos shows how the weeks really went.