Capacity Management empowers your team to plan smarter, balance workloads, and operate with real-time clarity.
The new capacity engine takes everything you love about planning and enhances it with AI-driven logic, timesheet data, and daily-level precision to create a truly accurate picture of your team’s workload.
It now:
Uses remaining estimated time rather than the original estimate
Incorporates actual timesheet data to show planned vs. actual effort
Calculates capacity day by day, not weekly or monthly
Detects hidden overloads caused by large or rolling tasks
Automatically schedules work across days based on priority and available hours
This ensures work is planned realistically, helps you proactively redistribute load, and reduces task bottlenecks before they occur.
Enabling and Navigating Capacity Settings
Navigate to Settings (gear icon) on the left panel.
Click Features and toggle Capacity ON.
Access and set up Capacity Settings
Go to the Settings menu and select Capacity. You’ll land on a screen where you can:
Set staff availability.
View and adjust weekly or daily workload.
Set payroll-linked hours and classifications.
Capacity Settings Breakdown
Payroll: The integrated payroll source (e.g., Xero).
Type: Staff type (e.g., Full Time, Part Time).
Payroll Hours: Total hours assigned via payroll.
Target Range: Desired utilisation percentage (editable).
Daily Columns (Mon–Sun): Input hours per day per user.
Total: Weekly sum of hours.
On the header, you can select a weekly date range to review or set each user's capacity.
Click Save to confirm edits. Your team’s capacity is now live!
How to Use Capacity Effectively
1. Use Saved Views with Smart Filters
Filter the Workboard by:
Work Due
Dynamic Date Ranges - that includes Today
Choose presets like “Up to This Week” or “Up to This Month” to include overdue work and stay ahead.
See workload summaries at a glance per team member.
Click a capacity percentage to:
Launch the AI Drill-In.
View detailed daily breakdowns.
Jump directly to a filtered Workboard.
Click through to the Workboard:
Auto-filtered by person and date.
Shows daily task allocations and overcapacity indicators.
Easily:
Shift tasks to underutilised days.
Redistribute across the team.
Identify high-risk days or workload imbalances.
Edit estimated time directly on tasks (without altering templates).
Ideal for: Scope changes, unique client cases, forecast accuracy
Template updates remain the source of truth as the edits are at the task level.
How Capacity Is Calculated
Capacity is calculated by moving forward day by day, starting from today and continuing through the selected date range. XBert allocates work to each day until all remaining effort is scheduled.
For every task or XBert, the system now uses:
Start Date
Due Date
Priority order (In Progress, Due Today, Scheduled, Returning from Snooze, Overdue)
Remaining estimated time (Estimate – Time Logged)
Daily available capacity for each team member
XBert fills each day’s capacity in priority order, rolling any overflow into the next available day until all work is assigned.
Why daily logic matters
If tasks were assigned only to their start date or were not spread correctly, capacity readings would become inaccurate — often showing unrealistic spikes.
The new daily capacity ensures work is distributed evenly, large tasks are spread across multiple days, and the schedule reflects your team’s real workload, not just their task list.
This daily allocation process ensures your capacity numbers remain accurate, predictable, and aligned with how work is actually completed.
Tips for Implementation
Use the Capacity Drill-In feature in the Time Flow Board.
Start each day with your Saved Views + Team Overview.
Use AI Drill-In in daily standups or WIP meetings.
Run weekly actuals vs. estimates reviews to improve forecasting over time.
The future of practice management is here—elevate your workflow with XBert.