Viewing Practice Capacity with Link Capacity

View Capacity is where you view your practice capacity, and the capacity at a team, or team member level. By default the page shows practice capacity for the current month and the next 12 months, so 13 months in total. There are four colours in the chart:

• Green - Available Capacity
• Grey - Allocated Non-billable
• Blue - Allocated Billable
• Coral - Over Capacity

As team members complete timesheets the relevant bars are reduced in size to represent the time left in the month. This is covered in more detail in the capacity calculations below.

When you click into Capacity what is shown by default will show depending on your enabled permissions. If you have the permission ‘View My Capacity’ enabled, you will see your capacity for the current month and the next 12 months, so 13 months in total.

If you have the permission ‘View Practice Capacity’ enabled, you will see the entire practice capacity for the current month and the next 12 months, so 13 months in total. The sum of all team members' capacity will be shown in each bar.

You can change the team member selector from ‘Entire Practice’ to a specific team member. This will update the chart to show the current month and the next 12 months, for the team member selected. This will be the same as the default view for those with only ‘View My Capacity’ enabled, but you’ll be able to see any of the team members in your practice.

You can also update the selection box from ‘Monthly Capacity’ to ‘Team Capacity’ which will change the view from all team members per bar, to each team member in their separate bar, for the month shown in the date selector.

The bars will be displayed horizontally as shown below.

You also can access the Team Capacity view by clicking on one of the bars. This will drill down into the month you have selected to show all the team members and their capacity for that month.

Chart Elements

There are 4 elements in the charts:

• Green - Available Capacity
• Grey - Allocated Non-billable
• Blue - Allocated Billable
• Coral - Over Capacity

Available Capacity

This is the number of hours the team member has available to take on new work. If the team member has a target capacity of 75% and there are 160 hours in the month, they will have 120 hours of available capacity. If we assign them 100 hours of work, they will show 20 hours available capacity.

Allocated Non-billable

This is the number of hours the team member still has allocated for non-billable work. If the team member has a target capacity of 75% and there are 160 hours in the month, they will have 120 hours of available capacity, and 40 hours of allocated non-billable available to them.

Allocated Billable

This is the number of hours of billable work the team member has been allocated for the month. If a task has 8 hours of estimated time assigned to the team member, the allocation for the task will be 8 hours for the month. If a task has a 20 hours allocation, and 5 hours was put to it in the previous month, the allocation for the month will be 15 hours.

Over Capacity

This is the number of hours the team member is over-allocated. If the team member has a target capacity of 75% and there are 160 hours in the month, they will have 120 hours of available capacity. If they are then allocated exactly 120 hours of billable work, they have 0 hours of available capacity. They can become over capacity the following ways:

• If they go over budget on a task by 2 hours, they will show 2 hours over-allocated. 
• If they are allocated another task with a 2 hour budget, they will show 2 hours over-allocated. 
• If they go on leave for 8 hours, they will have their allocated non-billable hours reduced by 2 hours, and they will show as over-allocated by 6 hours.

The over-allocation in the chart (coral) replaces what would have been allocated billable (blue). It does not add on to the blue.