Everhour adds capacity planning, tracked hours, and billing workflows to ClickUp projects from one connected work layer.
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Use this page to decide who can take the next task across ClickUp projects. The useful view starts with each person's weekly availability, then compares that capacity with assigned project work. A designer with 30 available hours and 34 planned hours needs a different assignment decision than a developer with 40 available hours and 22 planned hours.
The workflow ties ClickUp project and task changes to Everhour's capacity layer through the ClickUp integration. Everhour syncs folders, projects, tasks, tags, and custom fields, then adds planned time, tracked time, budgets, and reporting. The practical goal is a forward-looking schedule that shows who has room, who is already over capacity, and which project creates the pressure.
Capacity planning starts with a weekly number per person, not with the task list. Full-time, part-time, and custom weekly capacity should be set before assignments are compared. Scheduled vacations, sick days, and holidays belong on the timeline because paid time away still reduces available work capacity for that week.
A clean availability view separates three numbers: available hours, planned assigned hours, and actual tracked hours. Available hours show the limit. Planned hours show the commitment. Actual tracked hours show what happened. Mixing those numbers creates false confidence, especially when a person looks lightly assigned but has already spent the week absorbing spillover work.
The overload signal matters most when it points to the source. A person planned for 42 hours against 40 hours of weekly capacity needs a reassignment decision, but the project breakdown tells you where to act. Moving a 6-hour task from the highest-pressure project is clearer than asking someone to make room without changing the schedule.
Everhour's resource planning view can group assignments by member, project, or client. That makes the same workload visible from different management angles. A project view shows whether one client or initiative is consuming the week. A member view shows whether one person is carrying too many assignments across otherwise reasonable project plans.
A one-off availability check is enough before a small assignment, a kickoff call, or a short project reshuffle. It works when the team needs a quick answer: who has open hours this week, and who is already committed. The snapshot loses value when planned hours, tracked hours, billing status, and client handoff live in separate places.
A managed workflow connects ClickUp tasks with Everhour time, capacity, rates, budgets, and invoices. Planned load can be compared with tracked hours project by project, then billable time and expenses can flow into invoice preparation. That turns availability from a weekly guess into a record that supports scheduling, billing, and project 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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Start with each person's weekly capacity, then subtract scheduled time off and existing planned assignments. The remaining number is available project capacity. Do not treat a person's open calendar space as availability if assigned task work already fills the week in another project.
Planned load is the work assigned before it happens. Tracked time is the record of hours actually spent. A team needs both numbers because planned load prevents overbooking, while tracked time shows whether estimates and assignments matched reality after the week closes.
The clearest signal is planned assigned time above the person's weekly capacity after time off is included. A weekly summary that flags overallocation gives the manager a direct action point: move work, change timing, reduce scope, or confirm that the extra hours are intentional.
Review by member first when the decision is who should take the next assignment. Review by project first when the question is whether a client, sprint, or initiative has enough staffing. Both views use the same underlying work, but they answer different scheduling decisions.
The common mistake is counting assigned work without time off, admin work, or recently tracked spillover. A person can appear available on future tasks while actual tracked hours show recurring overload. The next plan should adjust capacity assumptions instead of repeating the same assignment pattern.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, using rates while excluding non-billable tasks. Invoice data can be grouped by project, task, person, date, or another available breakdown before export to QuickBooks Online, Xero, or FreshBooks.
Everhour Resource Planning shows workload on a visual timeline with member and project views, weekly capacity, scheduled time off, and planned versus actual time. Managers can see where planned assignments exceed availability before assigning more work.
Plan ClickUp project work in Everhour, then carry approved billable time and expenses into invoice preparation with rates, client terms, and accounting exports connected.
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