The Capacity Report shows how many hours of work each team member has on their plate for any time period. Instead of counting projects, it uses estimated hours so you can see who is close to their limit and rebalance workloads before deadlines slip.
What You Need Before You Start
The Capacity Report needs 3 things on each project to calculate hours accurately:
A project budget (in hours). Navigate to a project, then set the Budget field. This is the total estimated time your team needs to complete the work.
A due date on the project. The report uses due dates to place hours into the correct time period.
An assignee on the project, with at least 1 task in the project.
⚠️Please note. If a project has no budget, it does not appear on the Capacity Report. If a project has a budget but no tasks, the hours will not display.
View Team Capacity
Navigate to Reports > Capacity Management.
The report displays each team member alongside their estimated hours of work for your selected date range.
Next to the hours, you will see a percentage showing how much of their weekly capacity is used. Hover over the percentage to see the exact number of remaining hours.
ℹ️Heads up! The percentage is based on each team member's weekly hours setting (see next section). For example, if a team member is set to 40 hours per week and has 5 hours assigned today, the report divides the daily allotment (8 hours) and shows approximately 63% capacity used.
Set Each Team Member's Weekly Hours
In the Capacity Report, scroll to the far right of any team member's row.
Click Set Capacity.
Enter the number of hours per week that team member is available to work (e.g., 40 for full-time, 20 for part-time).
Click Save.
Once capacity is set, the report compares scheduled hours against available hours. When a team member is overloaded, their hours turn red.
How Budget Divides Across Tasks
Financial Cents divides your project budget evenly across all tasks in that project. Understanding this helps you read the report accurately.
Single assignee, multiple tasks:
If your project budget is 5 hours and you have 5 tasks, each task is allocated 1 hour. The Capacity Report shows 5 hours for that person.
Multiple assignees on 1 task:
If 2 people are assigned to the same task, Financial Cents splits that task's budget between them. A 1-hour task assigned to 2 people shows as 30 minutes each on the report.
💡Pro Tip! If a task can be completed by either person (not both working on it together), keep 1 assignee on the task. If you need both people visible, double the task budget to compensate for the split. For example, set a shared task to 2 hours so each person sees 1 hour on their report.
Add Budgets to Individual Tasks
By default, the project budget is divided evenly across all tasks. You can override this by setting a budget on individual tasks for a more accurate picture.
Open a project and navigate to a task.
Click the task to open it, then set the Budget field to the estimated hours for that specific task.
Repeat for other tasks as needed.
Task-level budgets take priority over the automatic division. Any remaining project budget (after task budgets are subtracted) is divided evenly among tasks that have no specific budget set.
ℹ️Heads up! When your team adjusts task budgets based on actual experience (e.g., one client's reconciliation takes longer), the project shows a Revised Budget indicator. Click it to see the budget history over time.
Use Task Due Dates for Accurate Daily Capacity
Without task due dates, all project hours are lumped onto the project due date. Adding due dates to individual tasks spreads the hours across the correct days, giving you an accurate "today" view.
Set due date constraints on a template:
Open your project template.
For each task, set a due date relative to the project start or due date (e.g., "0 days before start date" for the first task).
Set task dependencies so later tasks follow earlier ones (e.g., Task 2 depends on Task 1, due 1 day later).
When projects are created from this template, Financial Cents automatically calculates the correct due date for each task. The Capacity Report then shows only today's tasks as today's hours, with future tasks appearing on their actual due dates.
Plan a Full Month of Capacity with Recurring Projects
If your firm uses weekly or biweekly project cycles, create recurring projects with enough lookahead so the Capacity Report always shows a full month.
When creating a project from a template, select Custom recurrence.
Set the frequency (e.g., Weekly).
Under Appear before future due date, enter 28 days. This creates approximately 4 weeks of projects in advance at all times.
This gives you a complete monthly view on the Capacity Report, even with weekly project cycles.
Identify Overloaded Team Members and Rebalance
Look for team members with red hour totals. They are over capacity for the selected period.
Click the hours total for that team member to see all projects and tasks assigned to them in that period.
From this view, you have 2 options:
Reassign: Click the Assignee icon on any task to move it to another team member.
Reschedule: Click the task name to open it, then change the due date to a day with available capacity.
Navigate back to Reports > Capacity to confirm the workload is now balanced.
💡Pro Tip! Run this check at the start of each week or before a busy season to catch overloads before they affect your clients.