Everhour tracks Basecamp to-do time and connects rates, reports, and resource planning for agency workload review.
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Agency capacity planning answers one practical question: who can take the next piece of work without overloading the week? Basecamp keeps the project structure, to-do lists, to-dos, assignees, and due dates clear. The planning layer needs weekly availability per person, planned effort against each project, and a visible signal when assigned work exceeds the person's capacity.
A useful plan starts with named people, not a loose team total. Give each person a weekly capacity, then assign planned hours to Basecamp project work across the same week. A designer with 32 available hours and 40 assigned hours is over capacity before the week starts, even if every project deadline looks reasonable in isolation.
Dates show timing. Planned hours show workload. A Basecamp to-do with a due date tells the team when work should finish, but the capacity plan needs an effort number assigned to a person over a defined period. Keep those two decisions separate so a short deadline does not hide a large workload.
A practical agency plan groups work by person, project, and week. For example, assign 12 planned hours to a client landing page, 6 planned hours to revisions, and 4 planned hours to internal review. The due dates still guide delivery, while the planned hours show whether the same person has room for another assignment.
Planned hours become useful only when the team compares them with actual tracked time. A project that was planned for 20 hours and took 31 hours changes the next capacity decision. The issue is not only budget pressure. The next similar assignment needs a larger effort estimate or a different staffing plan.
Tracked time also exposes hidden load across small tasks. Several Basecamp to-dos that each look minor can consume a large part of a person's week when review, coordination, and revisions are included. Capacity planning should treat those hours as real commitments, especially when the same people support several client projects at once.
A one-time capacity snapshot works for a staffing check before assigning new work. It is enough when you need to see who is available this week, which Basecamp projects already have assigned effort, and where planned work exceeds capacity. The snapshot loses value when actual hours, rates, and future estimates change every day.
A managed workflow connects the plan to tracked time project by project. Everhour separates cost and billable rates, supports per-person defaults and per-project overrides, preserves dated rate history, and can price billable work by project, member, or task. That turns capacity planning from a busy-looking schedule into a staffing, cost, and billing review.
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
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A useful plan includes each person's weekly availability, assigned project work, planned hours, and actual tracked hours. Basecamp supplies the project, list, to-do, assignee, and due-date context. The planning layer assigns effort against people and projects so managers can see who has capacity, who is overcommitted, and which client work caused the pressure.
Set weekly availability from the person's real working capacity, then subtract planned time off and other known commitments before assigning project work. Part-time schedules, internal responsibilities, and recurring client support reduce available project hours. A person with 24 available hours should not receive 32 planned hours just because the project deadline is urgent.
The common mistake is treating due dates as workload. A due date shows when a to-do should be finished, but it does not show whether the assigned person has enough hours available. Add planned effort to the work, then review each person's weekly total across all active Basecamp projects before assigning more.
Tracked hours should update future estimates and staffing decisions. If similar Basecamp work consistently takes more time than planned, increase the next planned effort or split the assignment earlier. If actual hours stay below the plan but delivery still slips, review handoffs, waiting time, and approval cycles instead of reducing the estimate automatically.
Billable utilization and workload measure different things. Billable utilization compares billable time with available time. Workload compares all planned commitments with available time. Internal Basecamp project work can overload a person even when billable utilization looks low, so agencies need both views before deciding who can take more client work.
Everhour separates internal cost rates from client-facing billable rates, with per-person defaults and per-project overrides. Agencies can price billable Basecamp work by project, member, or task, while dated rate changes keep older reports tied to the rate that applied when the work was done.
Everhour Resource Planning shows workload on a visual timeline with member and project views. Managers can set weekly capacity per person, assign planned hours to project or task work, account for time off, and compare planned capacity with actual tracked time.
Connect Basecamp project work to rates, planned effort, and actual time. Everhour gives agencies a clearer path from weekly capacity decisions to project cost and billing review.
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