Basecamp to-dos organize the work. Everhour adds embedded time, capacity, and reporting workflows for deciding who takes what next.
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Resource management time answers one practical question: who has room for the next assignment across active Basecamp projects. The useful view starts with each person's weekly availability, then compares it with planned project and to-do effort. A person with 40 available hours and 46 planned hours needs relief before more work is assigned.
The Basecamp context matters because the work already sits in projects, to-do lists, to-dos, assignees, and due dates. Keep the decision tied to that structure. A workload plan that only says "Alex is busy" does not tell you whether the pressure comes from one deadline, several small to-dos, or a project that needs another person.
A workable capacity plan needs four inputs: the person, the project or to-do, the date range, and the planned hours. Due dates show timing, but planned hours show effort. A one-day task estimated at 2 hours uses a different part of the week than a three-day task estimated at 18 hours.
Set capacity per person before reading the schedule. Full-time, part-time, and custom weekly capacity belong in the same review, because 30 planned hours means overload for one person and open capacity for another. Time off also changes the available number. Capacity planning breaks when every person is treated as a 40-hour week by default.
Over-capacity is a signal to make a specific move, not a reason to redraw the whole plan. Move a to-do, split the assignment, push lower-priority work, or reduce scope. The right action depends on the project, the task owner, and the due date attached to the work.
Utilization needs a clear definition before you use it. Billable-to-available time measures client-facing load. Busy-to-available time measures total assigned load. Mixing those two ratios makes one person look underused because internal work was excluded, or overused because every assigned hour was treated as billable capacity.
A one-off workload check is enough when you need a quick answer before assigning one to-do. Review each person's available week, compare planned hours against that capacity, and make the assignment where the gap is clean. That snapshot works for a small team and a short planning window.
A managed workflow is better when Basecamp projects keep changing and tracked reality needs to correct the plan. Everhour embeds tracking controls into Basecamp through the browser extension, syncs Basecamp projects, lists, to-dos, task IDs, and task status into reports, and connects planned work with actual time project by project.
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 each person's weekly capacity, then total assigned hours across every active project in the planning window. Keep the project and to-do attached to each assignment so the overload has a source. A person with available capacity on paper can still be blocked if all assigned work lands in the same deadline window.
Use the project, to-do list, to-do title, assignee, due date or date range, and completion status. Add planned hours separately so the schedule shows effort, not just timing. Subtasks and notes help explain scope, but the capacity decision needs a named owner and an hour commitment.
Time off reduces the person's available capacity for the week or date range it touches. A 40-hour weekly capacity becomes 32 available hours after one full day away, before project work is assigned. Planned work that exceeds the adjusted number should move, split, or wait until capacity returns.
The common mistake is treating due dates as effort. A to-do due Friday can take 30 minutes or 30 hours, and the date alone does not show the load. Assign planned hours to the work, then compare that commitment with weekly capacity and existing project assignments.
Use one definition and label it clearly. Billable utilization compares billable time with available capacity. Total workload compares all planned assigned hours with available capacity. Internal project work belongs in total workload, because it still consumes the person's week even when it does not create client revenue.
Everhour embeds time tracking controls into Basecamp through its browser extension, so people can track time from the project context they already use. Synced Basecamp project, list, to-do, task ID, and task status fields then carry into Everhour reports for resource review.
Everhour Resource Planning shows workload 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, then adjust future assignments when the plan and the work diverge.
Track Basecamp project work with embedded Everhour controls, then review synced to-dos, capacity, and actual time in one reporting workflow for better workload decisions.
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