How to plan weekly and monthly crew capacity
Capacity planning compares the productive person-hours your organization can supply with the person-hours already booked. It helps show where another job could fit and where the schedule is overloaded.
Set the assumptions
Start with production headcount and regular hours per person per week. Remove known absence hours, then allow for non-production work such as training, meetings and administration. A separate scheduling target can leave room for uncertainty.
Illustrative example: 10 people × 40 hours = 400 gross hours. With no absences and a 15% non-production allowance, productive capacity is 340 hours. A 90% scheduling target makes 306 hours available to plan. If 280 productive hours are booked, 26 target hours remain.
Count person-hours
A three-person crew working eight hours uses 24 person-hours. Enter the productive workload on that basis. Do not subtract the same absence or administrative time twice.
Review calendar boundaries
The Six Pines planner allocates weekly totals evenly across Monday–Friday. A week spanning two months is split by working day. Organizations with weekend shifts or uneven daily workloads should account for that limitation before relying on monthly totals.
Keep the team on the same plan
The Contractor Starter Kit and Complete Toolkit include the online capacity planner. Paid invited teammates use the same shared plan. Save changes and refresh to load another user’s updates. Downloaded Excel copies are separate files.