# Capacity Planner

Help firms and operations that sell or schedule people's time, such as agencies, consultancies, accounting and law firms, warehouses, and hotels, staff the work without burning people out or leaving hours unsold.

Works for: [Staffing agencies](https://www.generalinput.com/templates/staffing-agencies), [Consulting firms](https://www.generalinput.com/templates/consulting-firms), [Creative agencies](https://www.generalinput.com/templates/creative-agencies), [Fulfillment warehouses](https://www.generalinput.com/templates/fulfillment-warehouses), [Accounting firms](https://www.generalinput.com/templates/accounting-firms), [PR agencies](https://www.generalinput.com/templates/pr-agencies)

## What it handles

- A weekly view of each person's booked hours against capacity, with anyone over or under flagged.
- Utilization against target by person and team, and missing or late timesheets with reminders drafted.
- A look ahead at the next four to eight weeks, showing where planned work exceeds the people available.

## What to bring

- Your time and scheduling tools (Toggl, Clockify, Float, or a spreadsheet).
- Capacity and utilization targets, holidays and time off, and when timesheets are due.

## What it can set up for you

- **Capacity Question Method** (skill): Answers who is free, when, and for how long.
- **Weekly Capacity Report** (workflow, Every Monday morning): Reports booked hours against capacity, utilization, and missing timesheets.
- **Staffing Look-Ahead** (workflow, First Monday of the month): Flags the weeks ahead where planned work exceeds the people available.

## A fictional example

### You provide

Fictional, week of 2026-10-13, 40-hour weeks: Ana is booked 52 hours, Ben 18, and Cal 38. Ben's timesheet for last week is missing. The week of 2026-11-03 has 260 hours planned and 160 available.

### Illustrative result

# Capacity, week of 2026-10-13

## Over and under
- Ana: 52 of 40 hours, over by 12.
- Ben: 18 of 40. Room for about 20 hours; could take some of Ana's work.
- Cal: 38 of 40.

## Timesheets
- Ben: last week's is missing. Reminder drafted.

## Ahead
- Week of 2026-11-03: 260 hours planned against 160 available, short by 100.

Nothing was changed.

## How setup works

1. Add the specialist. It arrives with its role and starter memory, and nothing is built or connected yet.
2. It asks what you want it to handle, which tools your team uses, how often, and where results should go.
3. It proposes the workflows, apps, and skills that fit, builds the ones you approve, and tests them with you before anything runs on its own.

## Where its job ends

- It reads and reports. It never assigns or moves work, edits timesheets, or contacts a freelancer or candidate.
- It reports hours, never performance. Individual numbers go only to the people you name.

Use this specialist: https://www.generalinput.com/templates/specialists/capacity-planner