Everhour adds weekly capacity, workload planning, and tracked-hour review to the project and task context synced from ClickUp.
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Alejandro Luna0:00:00Kai Nani0:00:00Kai Nani0:00:00Click!
Dave Jung0:00:00Alejandro Luna0:00:00Dave JungThe calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
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Decide the next task or project assignment by checking each person's available time this week, current commitments, scheduled time off, and any planned work already above capacity. A good capacity view shows overload before the assignment moves, so you can change the owner, split the work, move the date, or reduce scope.
Use the current assignment list as the starting point, then translate that work into planned hours by person and project. The next check is actual tracked time. That comparison matters because a schedule based only on intended assignments drifts as soon as work takes longer, people take time off, or priorities move across projects.
Start with weekly capacity for each person. Full-time, part-time, and custom capacity settings keep the available side of the plan accurate, while vacations, sick days, and holidays reduce the hours that should be assigned. Each planned assignment needs a person, project or task, date range, and either total hours or per-day hours. That structure lets the schedule show commitment instead of a loose backlog.
Planned time needs a consistent rule. Everhour's timeline calculates daily planned time by dividing the total estimate by the assigned days, then compares that load with each member's weekly capacity. Grouping the schedule by member, project, client, or timeline changes the review question: a member view answers who is overloaded, while a project view answers which work is consuming the week.
Capacity planning fails when the team treats every assigned task as equal. A small task with a long date range uses less daily capacity than the same estimate assigned to a shorter window. The weekly summary should be the overload check: planned time rolls up by person, and anyone scheduled beyond weekly capacity needs a decision before more work lands in the same week.
Over-capacity should trigger one clear action. Move the assignment, split it across people, extend the period, or remove lower-priority scope. Time off deserves the same treatment as project work because it reduces available capacity before the week starts. A plan that ignores absences creates false availability, then turns routine work into emergency reassignment.
A one-time capacity snapshot is enough when you need a quick owner choice for a small set of active work. It gives the current view: who has room, who is already over capacity, and which project would absorb the next assignment. The snapshot loses value when project dates, estimates, absences, and actual tracked hours change every week.
A managed workflow is the better fit when planned load needs review against tracked hours, project by project. Everhour Team Management provides weekly capacity, personal tracking limits, roles, project assignments, team groups, and approval workflows, so managers can keep capacity rules and reviewed time in the same system.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Set availability at the person level before assigning work. Use the hours the person is actually available for project work that week, then account for scheduled vacations, sick days, holidays, and part-time or custom capacity. The number should represent assignable capacity, not every hour on the calendar.
Include assigned project or task work with a defined period and planned hours. Time off belongs in the same view because it consumes availability before project work starts. Unassigned backlog items, vague placeholders, and tasks without a decision owner should stay outside the capacity total until someone commits to them.
Daily planned time comes from the assignment rule: total estimated hours divided by assigned days, or a direct per-day hour amount when the plan uses that field. Weekly load is the sum of those daily commitments for the person. A shorter assignment window raises daily pressure even when the total estimate stays the same.
An overload signal matters when planned time exceeds the person's weekly capacity. The next step is an assignment decision, such as moving the date, splitting the work, changing the assignee, or reducing lower-priority scope. Treat the red weekly summary as a planning correction, not a note to watch later.
Actual tracked hours show the difference between the assignment plan and the work performed. A project that repeatedly uses more time than planned needs larger future estimates, fewer parallel commitments, or a different owner mix. The correction improves the next capacity plan because it uses project history instead of guesswork.
Everhour Team Management lets admins set weekly capacity per member, personal tracking limits, roles, project assignments, team groups, and approval workflows. Managers can keep capacity, access, and approved time aligned before project reports or billing use the hours for review.
Everhour Resource Planning displays assigned work on a visual timeline with member and project views. Managers can see upcoming availability, capacity gaps, scheduled time off, and planned capacity compared with actual tracked time before assigning the next task.
Set weekly capacity, project assignments, and approval rules once, then compare planned work with reviewed time as priorities change. Everhour keeps workload planning tied to consistent team policy.
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