Basecamp projects hold the work context, and Everhour connects planned capacity, budgets, and tracked hours for review.
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Before you assign the next Basecamp to-do, approve a new project, or move work into a busy week, check who has available hours. The useful output is a person-by-person view of capacity, planned commitments, and overloads across active projects. Basecamp stays the place for projects, to-do lists, to-dos, assignees, and due dates. Everhour adds embedded time controls through its browser extension and turns that structure into weekly effort records.
Start with the decision you need to make: assign now, delay, split the to-do, or move another commitment. A good capacity review gives one answer per person for the week, remaining availability or overage, then shows the project causing the pressure. That keeps the conversation concrete when a lead, bookkeeper, or owner asks why a deadline cannot absorb one more task.
A capacity plan needs three records before it shows anything useful: each person's weekly capacity, the Basecamp project or to-do receiving planned hours, and the dates those hours cover. Everhour's planner can assign work to a project or task, a client, or time off, with a defined period and total or per-day hours. The planner then compares scheduled effort with the person's weekly limit.
Use Basecamp names consistently so the report reads like the work. A planning row should identify the project, to-do or list context, assigned person, planned hours, and date range. If a task estimate covers five assigned days, Everhour divides the total estimate across those days for daily planned time. The weekly summary then shows whether each person's total planned load fits that person's capacity.
Capacity starts with a weekly hour limit. A person with 40 available hours and 46 assigned hours is overallocated even if every individual Basecamp to-do looks small. The useful signal is the gap between that person's availability and commitments for the week. Read that gap before assigning work, then decide whether to delay the task, move another item, or split the assignment across people.
Tracked reality corrects the plan. If a category of Basecamp to-dos routinely takes longer than planned, future assignments need fewer hours on the same person or more time on the calendar. If actual time comes in lower, the team can reduce the estimate after review. Treat underuse and overuse as planning evidence, because both distort the next week's availability forecast.
A quick capacity snapshot is enough for a small decision: one week, a few people, and no lasting audit trail. It works when you only need to see who looks overloaded before moving a single Basecamp to-do. The snapshot stops being enough once the same numbers drive budgets, client dates, payroll review, or project staffing decisions across several active projects.
Everhour turns that snapshot into a managed workflow by connecting planned load, tracked hours, and budgets project by project. Project Budgeting supports hour-based or money-based budgets, recurring budget periods, configurable email alert thresholds, and budget protection that can stop timers or prevent extra logging after a budget is exceeded. That turns capacity review into a record managers can revisit after the work is done.
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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Use the number of hours the person can commit to planned project work during that week. A full-time schedule, part-time schedule, or custom weekly limit belongs in the capacity record before assignments are added. Scheduled time off belongs outside available capacity, because a vacation or sick day changes the number of hours the person can accept.
An overload signal means the weekly summary has aggregated planned time per person and flagged someone scheduled beyond that person's weekly capacity. The signal belongs at the person level, then the underlying assignments show which Basecamp projects or to-dos created the pressure. The fix is a staffing decision: delay, reassign, split, or reduce scope.
Use hours for capacity and dates for calendar placement. Basecamp to-dos can include a due date or date range, and those fields place work on the schedule. Capacity planning still needs planned effort assigned to a person, because a date field does not measure the number of hours the work requires.
Review the plan at least before each weekly assignment cycle and immediately after a major scope change. Capacity becomes stale when completed work, delayed to-dos, or approved time off never updates the plan. A Friday review also gives the next week a clean starting point, because planned commitments and tracked time no longer describe the same reality.
The common mistake is planning each Basecamp project in isolation. A designer assigned 20 hours on one project and 25 hours on another has a 45-hour commitment before any unplanned work appears. Project-by-project views need a person-level weekly rollup, because overload belongs to the person's total weekly load across lists and projects.
Everhour Project Budgeting connects Basecamp project work to hour-based or money-based budgets as people log time. Admins can set configurable email alert thresholds and turn on budget protection, so a project that consumes its planned allowance triggers review before the overrun continues against the same Basecamp work.
Everhour Resource Planning gives managers a visual timeline with member and project views. Weekly capacity, future availability, scheduled time off, and planned-versus-actual comparisons show who has room for more work and who is already overallocated across Basecamp project assignments.
Set hour-based budgets for Basecamp projects, add configurable email thresholds, and let Everhour connect tracked time to budget review so capacity decisions stay tied to current project spending.
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