Everhour tracks task and project hours, while a capacity planning template turns availability into staffing numbers.
Measure billable utilization against total capacity and see exactly how many hours you're leaving on the table each period.
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A capacity planning template answers one operational question: can the team cover planned work with the hours available in the period? The useful output is available capacity, planned utilization, and remaining capacity by person, role, team, or project. A U.S. plan usually starts from an employer-defined weekly capacity, because the FLSA does not define full-time or part-time employment.
Many firms use 40 hours per week as the gross baseline because federal overtime rules require covered nonexempt employees to receive overtime pay for hours worked over 40 in a fixed 168-hour workweek. That baseline creates 2,080 gross annual hours before company PTO, holidays, unpaid leave, or other nonworking time reduce the denominator.
The template needs a clear capacity policy before any utilization rate means anything. Gross capacity uses all scheduled working hours. Net working capacity subtracts company PTO, paid holidays, unpaid leave, and similar absences. Total logged hours uses only time entries and can understate available hours when people forget to track non-billable work.
Private-sector paid vacation and holidays are policy or contract items under federal law, not FLSA entitlements. OPM lists 11 federal holidays in 2026, but those are federal employee holidays. Private employers decide whether those days reduce capacity unless another law, agreement, or contract applies. Name the denominator beside every rate, such as 75% of net working capacity.
Use this formula: planned utilization = planned billable hours ÷ available hours. Available hours = gross capacity minus planned absence and other unavailable time. For a 4-week plan with 5 full-time people at 160 hours each, gross capacity is 800 hours. If PTO and holidays remove 80 hours, net available capacity is 720 hours.
If the same team has 540 planned billable hours, planned utilization is 75% of net working capacity. Remaining capacity is 180 hours. That number is useful only when the template also shows who owns the hours, because 180 open hours across five people means something different from 180 open hours concentrated on one overloaded role.
A one-off template is enough for a staffing check before a proposal, a monthly planning meeting, or a quick target-versus-capacity review. Keep it simple: people, roles, weekly capacity, approved leave, planned billable hours, planned non-billable obligations, utilization target, and remaining capacity. Extra columns slow the review when they do not change the staffing decision.
A managed workflow becomes necessary when hours change daily, approvals matter, or capacity feeds billing and payroll review. Everhour Time Tracking captures task and project hours through timers or manual entries, works inside supported project tools, and feeds timesheets, reports, budgets, invoices, and payroll review. Admins can use approvals, locked periods, reminders, and timer rules to keep the capacity record current.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A practical template includes team member, role, period, weekly capacity, gross available hours, PTO or holidays, other unavailable hours, net available hours, planned billable hours, planned non-billable hours, target utilization, actual or planned utilization, and remaining capacity. Add project or client columns when staffing decisions happen at that level.
The template divides planned billable hours by available hours for the same person, team, or role. A rate of 75% of net working capacity means planned billable work uses three-quarters of capacity after approved absence is removed. A rate of 75% of gross capacity means leave still sits inside the denominator.
Yes. Enter PTO, holidays, unpaid leave, and other unavailable time before calculating utilization when your plan uses net working capacity. The FLSA does not require payment for time not worked, including vacations, sick leave, or holidays, so each private employer needs a policy-driven leave input rather than a federal leave default.
Different denominator rules create different answers. One template may use 40 scheduled hours as gross weekly capacity. Another may subtract PTO, holidays, FMLA leave actually taken, or standing internal obligations before calculating available hours. The result changes because the template is measuring a different version of availability.
No. The template calculates capacity and utilization against the target you enter. U.S. federal sources define work-hour and leave rules but do not set a professional-services utilization target. Set the target by firm role, service line, pricing model, and industry benchmark, then use the template to compare planned hours against that target.
Everhour Time Tracking records task and project hours through live timers or manual entries, including tracking inside supported tools such as Asana, ClickUp, GitHub, Jira, Monday, Notion, Trello, and Basecamp. Those entries feed timesheets, reports, budgets, invoices, and payroll review, so planned capacity can be compared with tracked work.
Everhour admin controls let managers lock completed periods, send reminders, configure timer behavior, and approve timesheets before reports, billing, or payroll use the hours. That workflow reduces late edits and gives capacity reviews a clearer record of submitted and approved time.
Track approved task and project hours in Everhour, then use timesheets and reports to compare capacity plans with actual work, billing, budgets, and payroll review.
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