Team Capacity Report

What is a team capacity report?

A team capacity report shows the current workload for every team member — hours logged this week as a percentage of their contracted hours, number of active tasks, and projected hours based on task estimates — so project managers can make informed decisions about who can take on new work before assigning it.

Melororium's Team Capacity Report generates from the Time Tracker and task data in real time. Each team member's capacity bar shows: hours used this week vs. contracted hours (color-coded: green below 80%, amber 80–100%, red above 100%). Active task count and estimated remaining hours appear alongside the capacity bar. The PM can see the full team's availability at a glance before assigning the next project.

Why work ends up with the same people every time

In most teams, new work gravitates to the people who are most responsive, most capable, or most willing to say yes. The project manager knows who will get things done and assigns work to them first. These team members are consistently at 120% capacity. Other team members are consistently at 50% capacity and wondering why they're underutilized.

This imbalance is invisible without a capacity report. The PM's perception is that everyone is busy — because the people they interact with most are busy. The people with available capacity are less visible precisely because they're not overwhelmed and therefore not raising concerns.

How project managers assign work based on capacity data

Check capacity before every new assignment

Before assigning a task to any team member, open the capacity report. If the intended assignee is at 92% capacity with 3 existing tasks due this week, the assignment will put them over 100% — a planning decision, not just a task assignment. The alternative assignee at 68% capacity becomes visible as an option.

Historical capacity for planning next month's intake

The capacity report includes historical trends: was this team member over capacity for more than 3 weeks in a row? That's a sustained overload that requires intervention — task redistribution, deadline extension, or a staffing conversation. The trend data makes the case for these decisions with evidence, not anecdote.

Capacity alerts before problems compound

When a team member's logged hours reach 90% of their weekly contracted hours on a Wednesday, a notification fires. The PM can review: are there more tasks due this week? Should any be reassigned or deferred? The alert at 90% leaves time to act — not a post-mortem at 120%.

New project intake based on real capacity

When a new client project is being planned, the capacity report answers the practical question: can the team absorb this? If the team is averaging 85% utilization across all members and the new project requires an estimated 30 hours per week, the capacity report shows whether those hours are available or whether they require hiring, deferred start, or deferred other work.

Team capacity report vs. verbal capacity checks

The verbal capacity check — "are you busy?" — is the most common way project managers assess workload. The problem is that "I'm fine" doesn't mean 60% capacity, and "I'm a bit busy" doesn't mean 95% capacity. People systematically understate their workload in team cultures that reward availability, and overstate it in cultures that reward appearing busy.

Data-based capacity removes the social dynamics from the conversation. The capacity report shows the numbers. Decisions are made on hours, not on how comfortable someone is saying they're overloaded.

Melororium's Team Capacity Report generates from live timer and task data. Agency plan for 10 users is $59/mo.