Basecamp keeps project work visible, while Everhour adds capacity planning, tracked time, and workload reporting around those assignments.
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This page is for managers deciding who should take the next piece of work across Basecamp projects. The practical output is a workload view by person, week, and project. You need each person's available hours, the assignments already planned, scheduled time off, and the Basecamp to-dos that need effort assigned.
Basecamp projects hold the work context: project names, to-do lists, to-dos, assignees, and due dates. Everhour adds the planning layer around that structure, so planned hours sit against people and projects instead of living only as notes or memory. The useful question is direct: does this person have available capacity in the week when the work is due?
A workload plan starts with weekly capacity per person. Full-time, part-time, and custom weekly capacity need separate settings because 30 planned hours means different things for a 40-hour person and a 24-hour person. Scheduled vacations, sick days, and holidays reduce the available pool before new assignments get added.
Assigned load is the planned work already committed against that capacity. Everhour highlights people who are overallocated or still have bandwidth, and the weekly summary flags overload in red. Treat that signal as a planning decision point: move the work, change the timing, split the assignment, or reduce scope before the week starts.
Clean workload planning needs assignments tied to the same project structure people already use. Everhour can sync Basecamp projects, lists, and to-dos into reports, including project, to-do, list, task ID, and task status fields. That makes the plan easier to read by project and easier to compare with tracked time later.
Use planned hours for work effort, not just calendar dates. Everhour planner assignments can sit against a project or task, a client, or time off, with a defined period and total or per-day hours. A 12-hour assignment over 3 assigned days becomes 4 planned hours per day, then gets compared against that person's weekly capacity.
A one-off workload check works when you need a quick staffing decision for one week: list available hours, subtract scheduled time off, add planned project hours, and look for overload. That is enough for a small team with a short project window and low reporting needs.
A managed workflow matters when Basecamp projects keep changing and tracked reality needs to correct the plan. Everhour Resource Planning shows visual timelines by member or project, compares planned capacity with tracked time, and surfaces future availability gaps. That gives managers a durable project-by-project view instead of a static snapshot of who looked busy during planning.
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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Define workload as planned effort assigned to a person during a specific period, measured against that person's available capacity. Use Basecamp projects and to-dos for the work context, then assign hours in Everhour so the plan shows whether each person is under capacity, at capacity, or overallocated for the week.
Workload is assigned or planned effort against availability. Utilization is a ratio, and the definition must be set before anyone reads it. Billable-to-available utilization measures billable time against capacity, while busy utilization measures all tracked work against capacity. Those two ratios answer different staffing questions.
Use the project, list, and to-do structure that represents assignable work. Planned effort belongs on work someone can own and complete. Schedule dates, broad project milestones, and discussion-only items need translation into assignable tasks before they can create a useful capacity view.
False availability appears when a plan counts only new assignments and ignores work already committed across other projects. Time off creates the same distortion if it stays outside the workload view. Capacity planning needs the full week, across projects, before a manager assigns the next task.
Review workload before new work is assigned and again when tracked time shows a material gap from the plan. Weekly review works for most project teams because it catches overload before the next planning cycle. Fast-moving teams need shorter reviews when assignments change daily.
Everhour Resource Planning shows Basecamp-connected work on visual timelines with member and project views, weekly capacity, availability gaps, scheduled time off, and planned-vs-actual comparisons. Managers can see who is overallocated, who has room for more work, and where tracked time changes the next planning decision.
Everhour embeds tracking controls into Basecamp through its browser extension, so people can log time from the work context. Tracked hours then flow into Everhour reports by Basecamp project, to-do, list, task ID, and task status, which keeps actual effort tied to the same structure used for planning.
Move beyond one-week staffing snapshots. Everhour connects Basecamp assignments to capacity timelines, time off, and planned-vs-actual tracking so managers can balance work with current project reality.
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