Capacity Planning

Capacity planning helps you schedule the right amount of work for your team - not too much, not too little.

Understanding Capacity

Raw Capacity

The total hours your team is rostered to work.

Example: 3 team members, each with 6 hours capacity = 18 hours raw capacity

Effective Capacity

Raw capacity minus overhead for non-billable work:

• Travel between visits
• Team coordination
• Equipment setup/breakdown
• Admin and paperwork

Example: 18 hours raw - 15% overhead = 15.3 hours effective capacity

Overhead Percentage

Default overhead is 15%. Adjust in Settings → Company → Operations based on your experience.

Available Capacity

Effective capacity minus already scheduled visits:

Available = Effective Capacity - Scheduled Visit Time

Example: 15.3 hours effective - 12 hours scheduled = 3.3 hours available

Viewing Capacity

On the Schedule

The schedule header displays capacity at a glance for each day:

Format: 5h 45m of 7h 36m

• First number = scheduled visit time (booked)
• Second number = team capacity (from roster)

Hover for details: Hold your cursor over the capacity indicator to see:

• Scheduled - Total time booked for visits
• Capacity - Total team availability from roster
• Remaining - Available time left to schedule
• Utilization - Percentage of capacity used

Color coding:

Color	Utilization	Meaning
Grey	0%	No visits scheduled
Green	1-74%	Plenty of availability
Yellow	75-89%	Getting busy
Orange	90-99%	Nearly full
Red	100%+	At or over capacity

No Capacity Shown?

If you only see scheduled time without "of X hrs", no roster entries exist for that day. Add team members to the roster to enable capacity tracking.

Daily Capacity View

Shows capacity for a specific day:

Metric	Value
Raw Capacity	18 hrs
Overhead (15%)	-2.7 hrs
Effective Capacity	15.3 hrs
Scheduled Visits	-12 hrs
Available	3.3 hrs

Weekly Capacity View

Shows capacity across the week with daily breakdown:

Day	Effective	Scheduled	Available	Utilisation
Monday	15.3 hrs	12 hrs	3.3 hrs	78%
Tuesday	15.3 hrs	14 hrs	1.3 hrs	92%
Wednesday	10.2 hrs	11 hrs	-0.8 hrs	108%
Thursday	15.3 hrs	8 hrs	7.3 hrs	52%
Friday	15.3 hrs	15 hrs	0.3 hrs	98%

Capacity Indicators

Utilisation Levels

Range	Status	Meaning
0-60%	Under-utilised	Opportunity for more work
60-85%	Optimal	Good balance
85-100%	Near capacity	Limited availability
>100%	Over capacity	Risk of delays or overtime

Visual Indicators

• Green - Available capacity, good for scheduling
• Yellow - Near capacity, schedule carefully
• Red - Over capacity, review before adding more

Using Capacity in Scheduling

When Creating Visits

YardPilot shows available capacity for each day:

1. Select the date for a visit
2. See available capacity displayed
3. Green = safe to schedule, Red = review needed

Scheduling Suggestions

The system can suggest optimal days:

1. Enter visit budget (expected time)
2. YardPilot highlights days with sufficient capacity
3. Choose the best fit

Over-Scheduling

You can still schedule beyond capacity, but you'll see a warning. This might be intentional (overtime planned) or might need adjustment.

Team Capacity

By Team

View capacity per team:

• Useful for routing (different teams cover different areas)
• Helps balance workload across teams

By Skill

Some visits require specific skills:

• Pool maintenance (certified)
• Tree work (licensed)

Filter capacity by skill to see qualified availability.

Capacity Reports

Weekly Summary

Shows weekly capacity metrics:

• Total available hours
• Total scheduled hours
• Utilisation percentage
• Trend vs previous week

Forecasting

Project capacity for upcoming weeks:

• Based on roster patterns
• Accounts for known leave
• Identifies capacity gaps

Adjusting Capacity

Add Capacity

Options when you need more capacity:

1. Add team members to roster
2. Extend hours for existing team
3. Schedule overtime (flagged separately)

Reduce Scheduled Work

When over capacity:

1. Move visits to other days
2. Reassign to other teams
3. Extend visit dates if client agrees

Best Practices

1. Target 75-85% utilisation - Leaves buffer for emergencies
2. Review weekly - Catch imbalances early
3. Plan ahead - Schedule 2+ weeks out when possible
4. Track actual vs planned - Refine your overhead estimate

Integrations

P4P (Pay for Performance)

Capacity data feeds into P4P calculations:

• Scheduled capacity = baseline
• Actual time = measured
• Efficiency = budget / actual

Payroll

Rostered capacity informs expected payroll:

• Expected hours from roster
• Actual hours from timesheets
• Variance reporting

Next Steps

• Weather Adjustments - Handle schedule disruptions
• Time Tracking - Record actual hours