As teams grow and project pipelines expand, forecasting capacity becomes essential. Understanding whether you have enough people to cover the work scheduled across current and future projects helps prevent bottlenecks, avoid overbooking, and support confident hiring and resourcing decisions.
Compare role demand and supply
When scheduling work with role-based planning (roles instead of actual team members), you need to understand:
Role demand - scheduled work, for both assigned and unassigned roles,
Role supply - available team capacity by role, and
Capacity gap - any work scheduled over 100% of your team's capacity.
For a clear view of role-based supply and demand across all projects, you can use the Roles tab in the People report. This is where you can compare the demand for specific roles with your team’s available capacity. This allows you to identify gaps early and decide whether to hire, redistribute work, bring in contractors, or adjust timelines.
To compare role demand vs. supply for all your projects:
Go to People Report
Select a date range you want to focus on
Make sure to include Unassigned under the People filter
Navigate to the Roles tab
Check and sort the scheduled % of capacity column.
If you're under 100%, the demand is covered by available capacity.
If you're over 100%, the role is overscheduled, and adjustments are needed.
Each team member’s capacity is calculated based on their workdays and working hours. Any already scheduled work or time off reduces their available capacity. Unassigned roles do not have capacity - it is always set to zero.
The scheduled % of capacity per role is calculated based on:
The total capacity of all team members assigned to that role, and
The total scheduled hours for both assigned team members and unassigned role allocations.
Example:
On my team, two people have the Copywriter role assigned: David Moore and Kayleigh Beswick.
I've also scheduled some project work for a Copywriter using role-based planning, but a specific team member has not been assigned to these allocations.
I'm looking at the roles report for March 2026.
Capacity for March 2026:
Unassigned "Copywriter": unassigned roles do not have capacity
David Moore: 176 hours
Kayleigh Beswick: 124 hours
Total capacity for team members with the Copywriter role assigned: 176 + 124 = 300 hours.
Scheduled hours for March 2026:
Unassigned "Copywriter": 97.25 hours
David Moore: 166.75 hours (95% of his capacity)
Kayleigh Beswick: 64 hours (52% of her capacity)
Total scheduled hours for team members with the Copywriter role assigned and unassigned Copywriter work: 97.25 + 166.75 + 64 = 328 hours.
The scheduled % of capacity for the copywriter role in March is 109% (328 out of 300).
This means I have scheduled more Copywriter work than the total available capacity of all Copywriters on my team. To resolve it, I'll need to make adjustments, such as:
Redistributing work
Adjusting the project timeline
Assigning some Copywriter work to another team member with a different role but a similar skill set
Hiring an additional Copywriter (either full-time or freelance) to cover the demand.
Filter by role
To compare supply and demand, you can also filter by a specific role on the People Report. The People tab shows the projects each team member with that role is scheduled on, together with their scheduled % of capacity for the selected timeframe.
The total scheduled % of capacity for the role is displayed in the table below the chart. This gives you a clear, consolidated view of how much capacity is still available across the role, or how much additional capacity is still required. You can include or exclude Unassigned roles as needed to reflect your planning scenario.
