Weekly staffing board to plan your Clockify team's capacity
See who is booked, who has room, and what work has nobody on it, then adjust the plan without leaving the board.
ClockifyOperationsHR & PeopleAI ReportsI want a staffing board for Clockify that my delivery lead opens on Monday morning to plan the next few weeks of work. This is deliberately a single system app: everything it reads and writes lives in Clockify, and the value is the forward looking planning surface rather than a sync with other tools.
The main view is a grid with one column per week and one row per person. Default the window to the current week plus the next five, and let me change how many weeks are shown and page the window forwards or backwards. Build the rows from the workspace user list, and keep each person's name pinned in a left hand column so the grid stays readable when I scroll sideways. Use the workspace group list if it helps me filter the board down to one team.
Each cell lists that person's scheduled project assignments for that week, showing the project name, the booked hours, the assignment dates and any note. Underneath the list, show total booked hours for the week against that person's available capacity, both as a fraction like 32 of 40 hours and as a percentage. Pull the bookings from the scheduled assignment listings for the period, and read the workspace project list so I can show real project names and colours.
Available capacity is not a flat 40 hours. Start from the person's working hours on their workspace user record, fall back to a configurable default when it is not set, then subtract approved time off that overlaps the week. Read time off from the workspace time off requests for the period, and use the policy balances where they help explain a number. A week where someone is on holiday for two days should show a smaller capacity, not simply less free time.
For the current week only, show actual tracked hours alongside the booked number. Get these from a summary report for the current week grouped by user, and display the difference so I can see who is running ahead of what was booked and who is behind. Make it visually obvious that this is actuals versus plan and not a second booking.
Highlight any cell where booked hours exceed 100 percent of available capacity, using a clear status treatment rather than just red text, and let me filter the board down to only overbooked people. Show a count of overbooked cells at the top of the board so the problem is visible before I scan anything.
From the board I want to act without going into Clockify. Let me create an assignment on a project for a given person and week, setting hours, dates, a note, and optionally making it recurring. Let me edit an existing assignment's hours or dates, change how many weeks a recurring assignment repeats, and delete one. When the plan looks right, let me publish assignments for the visible period with a toggle for whether the team gets notified, and show me a summary of what is about to be published before it goes out.
Pending time off requests change capacity directly, so let me handle them inline. Surface pending requests on the person and week they affect, and let me approve or reject each one from the board. After a decision, recompute that person's capacity for the affected weeks straight away so the grid reflects the new picture without a manual refresh.
Give me a side panel listing projects that still have hours left on their estimate but have nobody scheduled in the visible window. For each one show the estimate, hours tracked so far and hours remaining, and let me create an assignment on that project directly from the panel. If an estimate is wrong, let me update the project estimate there too. This panel is what makes unstaffed work impossible to miss, so keep it beside the board rather than hidden behind a tab.
A few practical points. Scheduling, time off and approvals are paid Clockify features and return a permission error on plans without them, so catch that and show a clear message naming the missing feature instead of an empty board or an error dump. Respect the workspace week start when building the columns. Remember my chosen window length and filters between visits. The board should stay read only until I act, and every write should come from something I clicked.
What does this prompt do?
- Lays out a week by week grid with a row for each person, showing the projects they are booked on and how their booked hours compare with the time they actually have available.
- Works out real capacity by taking each person's working hours and subtracting approved time off, so a week with holiday in it does not look free.
- Puts this week's actual tracked time next to what was booked, so you can see who is running ahead or behind plan.
- Flags anyone booked past 100 percent of their capacity, and lists projects that still have budget left but nobody scheduled.
What do I need to use this?
- A Clockify account with admin or owner access to the workspace you want to plan.
- A paid Clockify plan that includes scheduling, time off and approvals, since those are the features the board reads and writes.
- Projects set up in Clockify, ideally with time estimates, so the board can spot work that still needs staffing.
- Your team's working hours filled in on their Clockify profiles, for the most accurate capacity numbers.
How can I customize it?
- Change how many weeks the board shows at once, from a two week view for short cycles to a full quarter for longer range planning.
- Decide whether publishing the schedule notifies the team, and set the default weekly hours used when someone has no working hours on file.
- Adjust the point at which someone counts as overbooked, if you would rather get a warning at 90 percent than wait until 100.
FAQs
Do I need a paid Clockify plan for this?
Will it change anything in Clockify without me asking?
How does it work out how much time someone actually has?
Can my team see the plan before I am ready?
What happens if a project has no estimate set?
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Stop planning your team's weeks in a spreadsheet.
Open one board that shows who is booked, who has room, and which work still has nobody on it.