How David's activities effect his available capacity

Capacity calculations are happening in the background every time you make a change in Link, or every 10 minutes when Link syncs timesheets from Xero Practice Manager. To explain how the calculations work, let’s use an example.

Say we have a team member (David) who works 8 hours per day, and there are 20 work days this month. This means there are 160 available hours this month. If David’s target capacity is 75%, this means he has 120 hours of available capacity, and 40 hours of allocated non-billable time. We therefore want to schedule David up to 120 hours of client work for the month.

David’s capacity chart for this month would look like this:

• 40 Hours of Allocated Non-billable time
• 120 hours of Available Capacity

Now let’s say we allocate 100 hours of work to David for this month. His month would now look like this:

• 40 Hours of Allocated Non-billable time
• 100 Hours of Allocated Billable time
• 20 hours of Available Capacity

As David completes timesheets, each timesheet entry will reduce one or more of these colours. Here are the scenarios looking at a 4 hour timesheet entry:

David adds 4 hours to a non-billable task

• 36 Hours of Allocated Non-billable time
• 100 Hours of Allocated Billable time
• 20 hours of Available Capacity

The grey bar is reduced from 40 hours to 36 hours because David has used 4 hours of his 40 hour allocation for the month.

David adds 4 hours to a billable task he is assigned to

• 40 Hours of Allocated Non-billable time
• 96 Hours of Allocated Billable time
• 20 hours of Available Capacity

The blue bar is reduced from 100 hours to 96 hours because David has worked on a task he is assigned to, so only has 96 hours of work assigned to him now.

David adds 4 hours to a task he has already gone over budget on

• 40 Hours of Allocated Non-billable time
• 100 Hours of Allocated Billable time
• 16 hours of Available Capacity

The green bar is reduced from 20 hours to 16 hours because David has worked on a task he has already used his budget on. As there are no hours allocated to this task, this work reduces his available hours.

David adds 4 hours to a task that has 2 hours of remaining budget

• 40 Hours of Allocated Non-billable time
• 98 Hours of Allocated Billable time
• 18 hours of Available Capacity

The blue bar is reduced from 100 hours to 98 hours, and the green bar is reduced from 20 hours to 18 hours. This is because David worked 2 hours on a task he has been assigned to, but the remaining 2 hours was not budgeted for, therefore it reduces his available capacity.

David adds 4 hours to a billable task he is not assigned to

• 40 Hours of Allocated Non-billable time
• 100 Hours of Allocated Billable time
• 16 hours of Available Capacity

The green bar is reduced from 20 hours to 16 hours because the 4 hours David entered was not for a task he was assigned to. This time therefore reduces his available capacity by 4 hours.

David adds 4 hours to leave for this month

• 39 Hours of Allocated Non-billable time
• 100 Hours of Allocated Billable time
• 17 hours of Available Capacity

When David adds a timesheet for 4 hours of leave, it reduces his total available hours for the month. His available capacity and his non-billable allocation is therefore reduced respectively of his target capacity, which is 75%. His available capacity is therefore reduced by 75% of 4 hours, which is 3 hours. His allocated non-billable hours are reduced by 25% of 4 hours, which is 1 hour.

David adds 25 hours to tasks he is not assigned to

• 40 Hours of Allocated Non-billable time
• 95 Hours of Allocated Billable time
• 0 hours of Available Capacity
• 5 hours of Over Capacity

In this scenario David has added 25 hours to tasks he is not assigned to. The first 20 hours reduces his Available Capacity, but once this bar is gone, any further hours replace the blue bar with a coral bar, representing how far over capacity he is. There are only 135 hours left for the month, but David has 40 hours of available non billable hours, and 100 hours of billable work allocated to him. He is therefore 5 hours overallocated for this month.