Everhour adds workload, rates, and reporting to Basecamp to-dos so capacity decisions use planned and tracked hours.
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Capacity planning for Basecamp to-dos helps you decide who can take the next piece of work without guessing from due dates alone. The useful view starts with each person's weekly availability, then compares assigned effort against that limit. A designer with 30 available hours and 34 planned hours needs a different assignment decision than an engineer with 40 available hours and 18 planned hours.
Basecamp to-dos already carry the task context that matters for planning: title, notes, assignee, subtasks, due date or date range, and completion status. Treat those fields as the work definition. The capacity layer adds estimated hours, planned dates, and actual tracked time so the same to-do can support scheduling, workload review, and billing context.
A due date tells you when the to-do needs to be finished. It does not tell you how many hours the assignee needs across the week. Put a planned effort number on each meaningful to-do, then spread that effort across the days the work is expected to happen. A 10-hour item due Friday can create overload if the assignee already has 32 planned hours.
Scheduled work needs a consistent grain. Plan hours on the to-dos that represent real work, not on every note, discussion, or reference item around the project. Use subtasks when one to-do contains several handoffs, but keep the capacity total tied to the person responsible for delivery. Shared work needs separate assigned hours by person so one estimate does not hide two people's commitments.
Start with weekly capacity per person, then subtract time off and existing planned work before assigning another Basecamp to-do. The planning view should show who is under capacity, who is at capacity, and who is over capacity. Overload needs a specific action: move the work, split the work, change the date range, or reduce the estimate after confirming the scope.
Tracked time corrects the plan. If a recurring type of to-do regularly takes 6 hours instead of the planned 3 hours, future assignments should use the actual pattern. If tracked time stays low because people forget to log work, the capacity plan gives false availability. Treat missing time as a planning defect, not as spare capacity.
A one-off capacity check is enough when you need a quick answer for one project, one week, and a small team. List the active Basecamp to-dos, assign planned hours, compare them with each person's weekly availability, and rebalance obvious overload before the week starts.
A managed workflow matters when Basecamp to-dos span multiple projects, clients, and billing rules. Everhour keeps project and to-do context connected to tracked time, supports billable and non-billable settings, custom task rates, member-rate exceptions, and admin reports for billable time, non-billable time, billable amount, and cost. That turns a workload snapshot into project-by-project capacity, 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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Assign planned hours to the to-dos that represent real deliverables, then connect those hours to the person responsible for the work. Use subtasks for internal breakdowns when they change ownership or effort. Keep due dates separate from planned hours because a date controls timing, while effort controls workload.
Check weekly availability against assigned planned hours for each person. That comparison shows whether the next Basecamp to-do fits into the week. After that, review tracked time against planned time so repeated overruns or missing entries do not distort the next capacity decision.
Split the planned effort by person instead of assigning one combined estimate. If one person owns 3 hours of research and another owns 5 hours of review, each person needs a separate capacity commitment. A shared total hides overload when one assignee is already full.
A plan fails when due dates are treated as effort, small recurring tasks are ignored, or actual tracked hours never update future estimates. The schedule can look organized while one person carries more planned hours than their weekly availability allows. Capacity planning needs both forward assignments and recorded reality.
Billable status does not change the hours a person can work, but it changes the review priority. A billable client to-do that pushes someone over capacity usually needs earlier attention than a low-urgency internal item. Keep workload planning separate from billing math, then review both before committing.
Everhour lets admins set Basecamp projects as billable or non-billable, mark specific tasks non-billable, apply custom task rates, and use member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost by the project and to-do context used for the work.
Everhour embeds time tracking controls into Basecamp through the browser extension, with Basecamp projects, lists, and to-dos available in reporting. Managers can compare planned capacity with tracked time so future assignments reflect real effort instead of the original estimate alone.
Track Basecamp to-dos against billable rules, rates, and reports in Everhour so capacity planning connects assigned work with cost and billing review.
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