Capacity & Portfolio
See who is over-allocated week by week across every project, and the schedule, effort and budget health of every project on one page.
Both are on the Projects hub's Related menu: Resource Capacity and Portfolio. They read the same tasks, estimates, time logs and budgets as the rest of Projects, so you fix what they show on the tasks and projects themselves. The mobile app shows both read-only.
The Resource Capacity Heatmap
People run down the side and weeks (or days) across the top. Each cell compares the hours planned for that person with the hours they have.
- Capacity is your standard day length — the hours in a working day from HR settings, 8 to start with — times the working days on your working calendar, minus public holidays for the employee's work country and minus approved leave. Leave is spread over the days it covers, so a half-day removes half a day. Everyone is counted at the standard day; there are no per-person contract hours.
- Past days show hours logged on tasks.
- Today onward shows each open, assigned task's remaining estimate (estimate minus hours logged), spread over the assignee's available working days between its start and due date. A task with only a due date is scheduled backwards from it, one with only a start forwards. Work already past due lands on the next available day.
- Tasks with no dates are shown beside the person as undated hours; tasks with no estimate plan nothing and are counted separately.
| Band | Utilisation (planned ÷ available) |
|---|---|
| Under | Below 70% |
| Healthy | 70% to 100% |
| Over | Up to 125% |
| Far over | Above 125% |
| No capacity | Work on a day with no available hours |
Filter by project, department and dates, switch between Weeks and Days, and step with Earlier, Now and Later. Select a cell to see the tasks behind it, then open a task to reassign it, move its dates or correct its estimate. The heatmap needs the project analytics permission.
The Portfolio Dashboard
Every project with its health, % complete, due date, open and overdue tasks, hours against plan, budget burn, owner and next (or missed) milestone. A KPI row filters by health, and two charts show effort logged against plan and budget burn against progress. Filter by health, status, owner and department, or search by name or code.
Health is the worst of three checks:
| Check | Off track | At risk |
|---|---|---|
| Schedule | The project or an open milestone is past due. | Any open task is overdue, an open milestone is due within 7 days, or the project is due within 14 days and under 80% complete. |
| Effort (with an hours budget or task estimates) | Hours logged exceed the baseline. | Hours run more than 15 points ahead of task progress. |
| Budget (with a money budget) | Actual cost exceeds the budget. | 90% of the budget is spent, or spend runs more than 15 points ahead of progress. |
Completed and cancelled projects are shown as closed rather than judged. Viewing the portfolio needs the permission to view projects; budget figures appear only for people with the project analytics permission.
Common Mistakes
- Trusting a pale heatmap row for someone whose tasks have no estimates.
- Leaving tasks undated, so their hours never land on a week.
- Expecting effort or budget health on a project with no hours budget, estimates or money budget — those checks only apply when there is a baseline.
Related
- Planning & Gantt — re-plan tasks the heatmap flags.
- Time, Budget & Flexibility — estimates, time logs and budgets.
- Leave Management — approved leave reduces capacity.
- Project portfolio and resource capacity — the feature overview.
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