Everhour adds weekly capacity, approvals, and team controls to Asana project work so managers can plan workloads with cleaner time data.
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Use this page to plan how much work each person can take on across Asana projects without losing the task context. The practical job is to compare assignments, weekly capacity, time off, and tracked work before the schedule becomes unrealistic. A useful view answers three questions: who is assigned, how many hours the work needs, and whether the person has enough available capacity.
Treat Asana as the source for tasks, projects, assignees, and status. Keep capacity planning tied to that structure so the manager reviews real work instead of a separate spreadsheet. The cleanest setup maps planned work to tasks or projects, assigns it to a person, and compares that plan with actual tracked time during the week.
A capacity plan needs a weekly capacity for each team member, planned assignments, and scheduled time off. Full-time, part-time, and custom weekly capacity should be handled separately because a 30-hour person and a 40-hour person cannot be judged against the same load. Time off must reduce available capacity before new work is assigned.
Use the same assignment level consistently. A team can plan at the project level for rough staffing or at the task level for tighter delivery control. Task-level planning gives managers better variance data because actual tracked time can be compared with specific work, not only the broader project total.
The main capacity mistake is treating the plan as finished once assignments are made. A useful Asana capacity workflow checks planned load against tracked reality as work moves. If a person was planned for 32 project hours but tracks 38 before Friday, the manager needs that signal before assigning more work or promising a date.
Review both overbooking and unused capacity. Overallocated people create delivery risk, while repeated unused capacity points to missing assignments, delayed tasks, or inaccurate estimates. Capacity planning is strongest when managers review it by person and by project, then adjust assignments before the next week starts.
A one-off capacity check is enough for a small project, a single week, or a quick staffing question. It works when the manager only needs to see who is overloaded today. A managed workflow becomes necessary when approvals, locked periods, corrections, recurring planning, billing, payroll review, or multiple project owners enter the process.
Everhour gives that workflow structure on top of Asana work. Team Management supports weekly capacity, roles, project assignments, team groups, lock rules, admin time correction, personal tracking limits, and approvals, so capacity decisions are based on reviewed time instead of informal updates.
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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Summer 2026
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Summer 2026
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Start with each person's weekly capacity, subtract scheduled time off, then assign work against Asana tasks or projects. Review the plan by person to find overload and by project to find staffing gaps. Keep planned work and tracked time connected so managers can compare expected effort with actual hours during the week.
Task-level planning works better when deadlines, estimates, and accountability matter. Project-level planning works for early staffing and rough allocation. Use one method consistently inside a reporting period, because mixing task-level and project-level assignments can double count work or hide where the overload comes from.
The common mistake is ignoring part-time schedules, time off, and existing assignments before adding new work. A person with 24 weekly hours available cannot absorb a 32-hour assignment because the project needs it. Capacity planning must start from available hours, then match work to that limit.
Review capacity before the workweek starts and again when actual tracked time changes the picture. Weekly review catches recurring overload, while midweek review catches urgent variance. Managers should update assignments when tracked hours show that the original estimate no longer fits the remaining schedule.
A reliable report shows member, project, task or assignment, planned hours, tracked hours, remaining work, weekly capacity, and time off context. Grouping by person shows workload risk. Grouping by project shows delivery risk. Missing capacity or time off data makes the report incomplete.
Everhour Team Management lets admins set weekly capacity, roles, project assignments, team groups, tracking limits, lock rules, and approval workflows around Asana work. Managers can correct time entries and protect approved periods, which keeps capacity reports closer to the hours the team has actually reviewed.
Everhour Reporting turns logged time, budgets, costs, and project data into configurable reports with grouping, filters, date ranges, and exports. Managers can review time by member, project, task, or client, then use those reports to spot overloaded people and projects that need staffing changes.
Connect Asana tasks to Everhour Team Management so weekly capacity, approvals, corrections, and locked periods support the same workload plan, giving managers reviewed hours for better staffing decisions.
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