Capacity choices across Basecamp projects need assigned to-dos and realistic weekly availability; Everhour records tracked time through browser-embedded controls.
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A Basecamp capacity report helps you choose the next owner before a to-do turns into a bottleneck. The useful view is person first: weekly availability, assigned load, planned hours by project, and any time off that removes capacity. Basecamp provides the project structure through projects, to-dos, assignees, and due dates; the capacity view turns that structure into a workload decision.
The report should answer one practical question: can this person take the next assignment without displacing planned work already on the calendar? For a team spread across several Basecamp projects, a single project total is too blunt. You need person-level commitments across active projects, plus the difference between planned load and the hours the person is available to work that week.
A useful view starts with weekly capacity for every team member. Use the person's actual working pattern: full-time, part-time, or a custom weekly capacity. The work side should carry the Basecamp context a manager recognizes: project, to-do, list, task ID, and task status. Capacity cannot be read from an assignee name alone.
Planned assignments need a project or task, an owner, a date range, and total or per-day hours. Daily planned time comes from the assignment estimate divided across the assigned days. The weekly summary is the control point: planned hours above weekly capacity signal overallocation, and open capacity shows where new work can land without moving another commitment.
Overload means committed planned hours exceed the person's weekly capacity. A person with low tracked time early in the week can still be fully assigned for the rest of the week. A person with several small Basecamp to-dos can exceed capacity if each to-do carries planned hours and the same week owns the due dates.
The common mistake is using due dates as effort. A Friday due date marks timing; it does not say whether the task takes one focused block or several days of work. Scheduled time off, holidays, and partial-week availability must lower available hours before new assignments are added. Hidden internal commitments create false room for client requests when the same person owns both.
A one-off capacity snapshot is enough when you need a quick assignment check for a small set of active Basecamp to-dos. It should show who has available hours, who is already over the weekly limit, and which project would receive the next commitment. The snapshot stops being enough once multiple people submit time, managers approve entries, and billing or payroll review uses the same hours.
Everhour turns that review into a managed workflow by connecting Basecamp to-dos with tracked project hours and working hours. Team members track from embedded Basecamp controls in the browser, submit time, and give managers entries to approve, reject, or partially approve. Approved entries stay locked for regular members, which keeps reviewed time stable before reports or payroll checks use it.
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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Start with active to-dos that need someone's work during the week. Assign each to-do to a person, add the expected effort, and place the effort across the days it occupies. Then review each person's planned commitments across Basecamp projects against that person's weekly availability.
Use the person's actual weekly capacity instead of the team's default full-time pattern. Scheduled time off, sick days, and holidays should reduce the available hours before assignments are added. A capacity report loses value when it shows a part-time person as free because the view started from a full-time assumption.
Compare planned hours with weekly availability before the week fills up. A person is over capacity when assigned work exceeds the hours available for that period. The report should show the projects driving the overload, because reassigning one large to-do and moving several small tasks require different decisions.
Yes. Tracked time shows whether planned effort matched the work people performed. Repeated overruns point to estimates that need more hours, tighter scope, or a different owner. Repeated underruns point to planning buffers that can be reduced. The next capacity report should carry those lessons into the new week's assignments.
Keep the capacity view centered on assigned work that consumes effort: to-dos, project assignments, client work, internal work, and time off. Message discussions, file storage, and status updates belong outside the load calculation unless they create an assigned task with planned hours. No owner and no effort estimate means no capacity commitment.
Everhour Timesheets collect weekly project hours and working hours by person, so managers can review the same submitted hours used for billing and payroll checks. Team members submit time for approval; admins can approve, reject, partially approve, and lock entries before reports use them.
Everhour Resource Planning shows member and project timelines with weekly capacity, planned assignments, availability gaps, and scheduled time off. Managers can see who is overallocated or has bandwidth, then compare planned capacity with actual tracked time as Basecamp project work moves forward.
Use Everhour Timesheets to collect weekly project and working hours, approve or reject submissions, and lock accepted entries before Basecamp capacity reviews feed billing or payroll decisions.
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