Capacity and utilization

Capacity is how many hours a person is expected to work in a week; utilization is how much of that capacity they have actually filled with tracked time. Together they tell you whether your team is stretched, has room to spare, or is just right. The figures appear on the Team page, and setting capacity is an admin task.

Setting weekly capacity

Each person has a Capacity (hours per week) value on their page in Team. An administrator enters the number of hours that person is expected to track in a normal week — for example 40 for a full-timer or 20 for someone part-time. Members cannot change their own capacity; it is an admin-only field.

New people start with your workspace's default weekly capacity, so you only need to adjust the ones who differ from the norm. If you imported your team, their capacity comes across with the import.

The team capacity bar

At the top of the Team page, a Team capacity bar summarizes the whole team for the current week. It adds up every active member's weekly capacity and compares it with the hours the team has tracked so far, and labels the result — for example "{percent}% of team capacity this week." It is the quickest way to gauge, in one glance, whether the team as a whole is on pace.

Beside it you will usually see the week's totals broken down as Total hours, Billable, and Non-billable, so you can see not just how much time was tracked but how much of it is billable.

Reading utilization per person

The roster shows a Utilization figure for each person: the share of their weekly capacity they have filled with tracked time. Someone at 100% has tracked a full week's worth against their capacity; someone at 50% has tracked half. If a person has no capacity set, their utilization shows as a dash ("—") rather than a number, since there is nothing to measure against — a good prompt to set their capacity.

Use utilization to spot imbalance. Consistently high utilization can mean a person is overloaded; consistently low utilization can mean they have room for more work, or that time is not being tracked. Because it is measured against each person's own capacity, part-timers and full-timers are compared fairly.

Time off and public holidays reduce capacity

Utilization measures tracked time against the capacity a person actually had that week — not their full contract regardless of whether they were there. Approved time off and public holidays are removed from the denominator first.

So somebody on 40 hours a week who takes two days off is measured against 24 hours, not 40. A week containing one public holiday is measured against 32. Somebody away for the whole week shows On leave rather than 0%, because 0% would read as idle when they simply were not there.

Do not record time off as a time entry. It is tempting to log sick or holiday time against an internal project so the percentage looks right, and it causes more problems than it solves: the hours have already been deducted from the leave balance, so they get counted twice; the person appears to have worked while they were away; and the extra entries distort project totals, billable ratios and profitability. Reducing capacity is the correct direction, and Time Trakkr already does it for you.

This is the same calculation the Schedule page uses, so the two pages agree about what a person's week was worth.

Capacity on the Schedule page

The Schedule page shows a second kind of capacity. Where the Team page compares capacity with time already tracked, Schedule compares it with work booked ahead, so managers can see who has room before committing to something new.

The figure is written as "booked h of capacity h" for a chosen date window, and the capacity side excludes anything the person will not be working:

• Weekends, which are never counted as capacity.
• Approved time off, shown separately as leave hours. Schedule reads only the dates, never the type or reason, so an approved absence never reveals that someone was off sick.
• Public holidays, taken from the holiday calendar assigned to that person under Time off → Setup. Two offices on two calendars each get their own, so a UK bank holiday does not mark a New York colleague as unavailable. If your workspace has exactly one holiday calendar, it applies to everyone; with several, a person observes only the one their leave assignment names.

This is why a week's capacity can read lower than you expect. A full-timer on 40 hours a week shows 32 hours in a week containing one public holiday — the holiday is not spare capacity, and offering it to a project would be booking someone on their day off.

Part-time people on the Schedule page

Schedule works out a part-time pattern from two values you have already set: the Capacity (hours per week) above, and the Hours per day on that person's leave assignment. Someone contracted for 20 hours a week with an 8-hour working day works two and a half days.

Both halves matter, and the second is the one people forget. Without it, 20 hours a week gets spread across five days as four-hour days, and then booking that person for a normal working day looks like a 200% overload — a false alarm that makes the whole view easy to distrust. With the day length set, their booked day reads as a full day, and their weekly total is measured against the 20 hours they are actually contracted for. People on a part week are labelled Part-time in the capacity list.

One limit worth knowing: Time Trakkr records how many days a week somebody works, but not which days. Their weekly total is therefore exact, while day-by-day availability assumes any weekday could be one of their working days.

Filtering the roster

The Team page has a status filter so you can focus on the people who matter for the question at hand:

• Active & invited shows people who are working plus those who have been invited.
• Active only narrows to people who have accepted and are active.
• Archived shows disabled people who are no longer active.
• Everyone shows all of the above together.

Filtering to Active only is handy when you want capacity and utilization figures that reflect just the people currently doing the work. For how those people are classified and what their roles allow, see employees and contractors and roles and permissions.