Understanding Capacity in Time Flow
When Capacity is turned on, Time Flow displays your team’s daily workload, available hours, and how much work can realistically be completed each day.
We've upgraded capacity logic that schedules work based on daily availability, task priorities, and remaining effort — giving you a far more accurate view of who is under or over capacity.
You can quickly see workload imbalances, understand how tasks are being distributed across the week, and make adjustments to keep your team on track.
How Capacity Planning Works
Capacity planning answers a simple question: “Do we have enough hours today to finish what we planned?”
XBert automatically assigns tasks across days using:
Your team’s daily working hours
Each task’s remaining estimated time (estimate – time logged)
A clear priority order
Rules for handling overdue and snoozed tasks
This prevents unexpected workload spikes and makes day-by-day planning far more predictable.
How Work Is Allocated Each Day
XBert fills each day's available hours by following this priority order:
In Progress — actively worked on tasks
Due Today — tasks due on the current day
Scheduled Tasks — tasks planned to start today or earlier
Returning from Snooze — tasks reappearing after a snooze period
Overdue Tasks — if “Include Overdue Work” is enabled
Work is allocated until the day reaches capacity. Anything that doesn’t fit is rolled forward and scheduled on the next available day.
Large Tasks Spread Over Multiple Days
If a task is too large to fit into one day, XBert spreads it across multiple available working days.
Example:
10-hour task over 5 working days → 2 hours per day
This keeps workloads consistent and avoids sudden peaks.
How Snoozed and Overdue Tasks Behave
Snoozed Tasks
Removed from capacity calculations
Return to capacity on their snooze end date
Scheduled under “Returning from Snooze”
Overdue Tasks
If enabled, overdue tasks are scheduled after all higher priority categories and only fill available remaining capacity.
Understanding Capacity Indicators
The daily capacity bar helps you quickly see whether the planned work fits into the available time.
Green — Within target capacity range (Workload fits within capacity)
Yellow — Under target capacity range
Red — Over target capacity range (More work than available hours; overflow moves forward)
Capacity % formula:
Total scheduled work hours ÷ Available daily hours × 100
100% means the day is fully booked — not overloaded.
Drilling Into Daily Capacity
Click on the Capacity percentage on any day in Time Flow to see:
Which tasks make up the total workload
How many hours each user has available
The priority category each task came from
Overdue or snoozed tasks returning
How remaining hours were calculated
This transparency makes it much easier to understand why a day is full and validate how tasks are scheduled.
Why Capacity Rolls Forward
If a day doesn’t have enough hours:
The day is filled up
Extra time automatically rolls forward
XBert keeps rolling work until all remaining effort is scheduled
This mirrors how a manager would plan work across the week.
💡 Tips
Use Time Flow with Capacity turned on to:
Stay ahead of workload bottlenecks
See who has room to take on more work
Redistribute tasks for smoother week planning
Prevent overloading your team before it happens
The drill-in view makes it fast and easy to balance workloads at a daily level.