Everhour adds capacity planning and cost visibility to Asana work, so project load matches tracked reality.
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Use this page to turn Asana task work into a capacity view for a person, project, or week. Start with the work already assigned: project name, task title, owner, estimate, due window, and status. Add the available working capacity for each person, then compare planned assignments with time already tracked. The result should show whether someone is overloaded, available, or blocked by work that has no estimate.
A useful output does not stop at total hours. It separates planned work from actual tracked time, keeps time off visible, and ties each entry back to the Asana task that created the load. Managers use that view to move deadlines, split assignments, reduce scope, or hold a project before cost overruns start showing up in invoices and reports.
A capacity record needs five inputs: the person, the project, the task or assignment, the planned hours, and the date range. Weekly capacity gives the ceiling for each person, while assigned task estimates create the planned load. Logged time then shows whether the plan matched the work. Time off belongs in the same review because unavailable days reduce the capacity that can be promised.
Use one filled-in line per assignment: designer, website launch, homepage mockups, 12 planned hours, March 2 to March 6. Add actual tracked time as work happens and keep the task reference intact. A task with 12 planned hours and 15 actual hours is an estimate issue; a person scheduled for 42 planned hours against a 40 hour capacity is an allocation issue.
Capacity breaks down when a plan treats every open calendar slot as usable work time. Project meetings, admin work, review cycles, and time off reduce the hours available for assigned tasks. A clean capacity check separates assigned project work from general availability and flags unestimated tasks before they absorb hours silently.
The common mistake is reviewing only totals by person. A team member can show 38 planned hours and still be overloaded if all critical tasks land in the same three days, or if the work spans several projects with competing deadlines. Review capacity by person, project, and week, then drill into the task level before moving work.
A one-off check is enough when you need a quick answer for one project, one sprint, or one overloaded week. A managed workflow becomes necessary when assignments change daily, managers need approvals, and finance needs a handoff for billing, payroll, budgets, or reimbursement. In that setup, Asana remains the task source while the time, capacity, and cost records need an owned review trail.
Everhour provides that layer by placing time tracking inside Asana, syncing projects and tasks, and carrying approved time into reports, budgets, and invoices. Its budget alerts, locked periods, and expense records give managers a durable view of workload and project cost, instead of rebuilding a capacity snapshot from scratch every week.
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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G2
Summer 2026
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Capterra
Summer 2026
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Start with assigned Asana tasks. Record the owner, project, estimate, due window, and status for each item, then compare the planned hours with each person's weekly capacity. Add tracked time as work progresses so the plan shows remaining load, completed work, and assignments that need to move.
The plan needs assigned work, estimated hours, availability, time off, and the date range for review. The estimate shows planned demand, while availability shows the working time a person can actually commit. Time off and non-project obligations belong in the same review because they reduce practical capacity.
Review all three views before changing assignments. The person view shows overload and open capacity. The project view shows whether a client or initiative is consuming more hours than planned. The week view catches timing problems, such as several high-priority tasks landing on the same person at once.
Unestimated work makes workload look lighter than it is. A task without an estimate can still consume hours, delay other assignments, and distort capacity totals. Add estimates before assigning the work, then compare actual tracked time against those estimates during the review.
Expenses do not change a person's available working hours. They change the project cost picture attached to those hours. A capacity review should keep reimbursable costs, billable expenses, and budget impact visible so managers do not solve a workload problem while missing a cost problem.
Everhour Expenses lets team members record project expenses with receipt images or PDFs and unit-based categories, then include or separate those expenses in project budgets. The expense reports can be filtered by project, client, member, category, date range, and billable status, so capacity discussions include the non-labor costs attached to Asana work.
Everhour Resource Planning shows assignments on a visual timeline with member and project views, weekly capacity, availability gaps, and scheduled time off. Managers can compare planned capacity with actual tracked time and adjust Asana project assignments before overload turns into missed work.
Track Asana work in Everhour, add receipt-backed project expenses, and review budget impact before invoices or reimbursements go out. Everhour keeps capacity planning tied to real project cost.
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