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 upgrades it with AI, timesheet data, and daily-level precision.
Incorporates actual timesheet data to show planned vs. actual workload.
Tracks capacity at a daily level, not just weekly or monthly.
Identifies hidden overloads, even if the total hours look balanced.
This shift allows you to proactively redistribute work, avoid bottlenecks, and elevate team performance.
Click play for a quick video guide! ✨
Enabling and Navigating Capacity Settings
Navigate to Settings (gear icon) on the left panel.
Click Features and toggle Capacity ON.
Turn on the Capacity Bar
Under Configuration, turn ON the Show Work List Capacity
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
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.
Tips for Implementation
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.