---
title: "Capacity"
slug: workspace/capacity
url: https://projectri.com/docs/workspace/capacity
section: workspace
audience: workspace
app_route: "/[slug]/[user]/capacity"
permissions: [report.utilization]
mobile: "/capacity"
updated: 2026-09-08
source: Projectri documentation
---

# Capacity

Committed hours against contracted hours week by week, built from the estimates on dated tasks, so an overloaded week is visible before it arrives.

![Capacity](https://projectri.com/docs-shots/workspace-capacity.png)

## What it is

Capacity is a grid of people against weeks. Each cell is the estimated hours
already assigned to that person in that week, as a percentage of their
contracted hours. It is built from open tasks that carry an estimate and dates,
which makes it the delivery-side answer to "is next week possible".

## How to get there

Capacity is in the main navigation, gated on `report.utilization`.

The route itself is not gated. Everyone sees their own row without any
permission; `report.utilization` is what widens it to the whole team. The badge
beside the title says **Just you** or **Whole team**, because a member seeing one
row otherwise cannot tell "I am the only one" from "I am not allowed to see the
rest".

There is no plan gate on this screen.

## How to use it

### Read the grid

1. Rows are sorted by each person's worst week, so whoever is most overloaded is
   at the top.
2. A cell's bar is capped at the full height of its track and the percentage
   above it carries the overflow — a bar that grew past its row would make the
   worst case the hardest one to read.
3. Under 80% is slack, 80–100% is full, and over 100% is a promise that cannot
   be kept.
4. The **Peak** column on the right is the worst week in the window, with the
   number of weeks over capacity underneath it.

### Change the window and filter

1. The **4w / 8w / 13w** buttons change how far forward the grid runs. It always
   starts from the current week.
2. The project menu narrows the grid to one project's work.

### See where somebody's load comes from

1. Click a row.
2. It expands to show which projects claim them and at what percentage, their
   contracted hours a week, their allocation on paper, and their recorded skills.
3. A person allocated to no project gets a plain sentence saying so — the hours
   above come from tasks assigned to them directly.

## What it affects

- **Nothing.** Capacity is read-only. It changes when the work does — an
  estimate typed on a task, a due date moved, an assignee changed.
- **Two different failures, reported separately.** *Over capacity* means the
  dated, estimated work exceeds the contracted hours. *Over-allocated* means the
  project memberships already claim more than 100% of the person before any task
  is dated. They go wrong for different reasons and are counted in separate
  tiles.
- **Unestimated work is counted and named.** Open tasks with no estimate are
  invisible to this arithmetic, so the number of them is printed in the summary
  strip and again on each expanded row. A capacity figure that quietly ignores
  half the queue is worse than no figure.

## On mobile

The Expo app has **Capacity**, with the same scope rule and the same header
badge. "Am I overloaded next week" is a question people ask away from a desk, so
the phone carries the weekly figures and the unestimated count.

## Limits and gotchas

- Effort is spread **evenly** across the weeks a task spans. Nothing in the data
  says when within a task the work lands, and a guess that looks precise is
  worse than a flat one that obviously is not.
- Only work that is dated, estimated, assigned and not closed contributes. A
  task that overlaps the window at either end counts towards the weeks it
  overlaps.
- Contracted hours default to 40 a week where a membership has none set.
- Capacity reads **task estimates**.
  [Resourcing](/docs/workspace/resourcing) reads **bookings**. They are two
  different commitments to the same person's week and neither includes the
  other.
- At most 2000 tasks are read for the window, and the grid runs at most 26 weeks
  forward.

## Related

- [Resourcing](/docs/workspace/resourcing) — the same people, measured by bookings rather than estimates.
- [Utilization](/docs/workspace/utilization) — what those weeks turned into once they happened.
- [My tasks](/docs/workspace/my-tasks) — where the estimates and dates behind this grid are set.

## Related

- [Utilization](https://projectri.com/docs/workspace/utilization.md): Logged hours as a percentage of capacity, measured against the target for each person's role, with twelve periods of history behind every name.
- [Resourcing](https://projectri.com/docs/workspace/resourcing.md): The staffing timeline — people down the side, days across the top, bookings as bars you can drag, resize and fill.
- [My Tasks](https://projectri.com/docs/workspace/my-tasks.md): Every task assigned to you — or the whole workspace — as a Kanban board, a table or a timeline, with counts, a due-date strip, saved views and board setup.