{"id":59488,"date":"2026-11-03T13:57:42","date_gmt":"2026-11-03T13:57:42","guid":{"rendered":"https:\/\/toggl.com\/blog\/?p=59488"},"modified":"2026-11-03T13:58:06","modified_gmt":"2026-11-03T13:58:06","slug":"capacity-management-add-on","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/capacity-management-add-on","title":{"rendered":"Can We Take This On? Plan With the Capacity Your Team Actually Has"},"content":{"rendered":"\n<p>A new project lands in your inbox. The client wants to start in three weeks. Before you say yes, there&#8217;s one thing you need to know: does your team actually have room for it?<\/p>\n\n\n\n<p>For most teams, the answer is scattered. The schedule lives in one tool, time off in a spreadsheet, and last month&#8217;s actuals in a report nobody has opened. So &#8220;yes&#8221; becomes a gut call, and you find out you overcommitted when people start working late.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><em>&#8220;We have some very specialized folks on our team, and the concern is: do we know what they&#8217;re working on? We want [someone] to stay around, but if she&#8217;s burning really hot \u2014 60-hour work weeks that no one loves \u2014 we&#8217;ve got to get her some support fast before she leaves.&#8221;<\/em><br>\u2014 Matt Graham, VP of Finance and Administration, <a href=\"https:\/\/toggl.com\/customers\/bscc\">BSCC<\/a><\/p>\n<\/blockquote>\n\n\n\n<p>That&#8217;s the moment we built the Capacity Management Add-on for. It shows how much room your team has, weeks ahead, based on the time your team already tracks in Toggl.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe class=\"toggl-youtube-consent\" srcdoc=\"&lt;!doctype html&gt;&lt;html lang=&quot;en&quot;&gt;&lt;head&gt;&lt;meta charset=&quot;utf-8&quot;&gt;&lt;meta name=&quot;viewport&quot; content=&quot;width=device-width,initial-scale=1&quot;&gt;&lt;style&gt;html,body{height:100%;margin:0}body{background-image:url(https:\/\/toggl.com\/blog\/wp-content\/uploads\/toggl-youtube-consent\/j0wvd_LaPIs.jpg);background-color:#2c1338;background-position:center;background-size:cover;background-repeat:no-repeat;color:#fff;font:16px\/1.4 Arial,sans-serif;text-align:center}.panel{box-sizing:border-box;height:100%;display:flex;flex-direction:column;align-items:center;justify-content:center;background:rgba(44,19,56,.9);padding:1rem}.panel p{max-width:36rem;margin:.6rem 0}.load{display:inline-block;border-radius:.4rem;background:#e57cd8;color:#2c1338;font-weight:700;padding:.75rem 1rem;text-decoration:none}.privacy{color:#fff}&lt;\/style&gt;&lt;\/head&gt;&lt;body&gt;&lt;main class=&quot;panel&quot;&gt;&lt;p&gt;To protect your privacy, this video isn&apos;t loaded automatically. Playing it connects to YouTube, which may receive information about your visit.&lt;\/p&gt;&lt;p&gt;&lt;a class=&quot;load&quot; href=&quot;https:\/\/www.youtube-nocookie.com\/embed\/j0wvd_LaPIs?feature=oembed&quot; target=&quot;_self&quot;&gt;Play video&lt;\/a&gt;&lt;\/p&gt;&lt;p&gt;&lt;a class=&quot;privacy&quot; href=&quot;https:\/\/policies.google.com\/privacy&quot; target=&quot;_blank&quot; rel=&quot;noopener noreferrer&quot;&gt;YouTube privacy policy&lt;\/a&gt;&lt;\/p&gt;&lt;\/main&gt;&lt;script&gt;(function(){var player=&quot;https:\\\/\\\/www.youtube-nocookie.com\\\/embed\\\/j0wvd_LaPIs?feature=oembed&quot;;function load(){try{if(parent.Cookiebot&amp;&amp;parent.Cookiebot.consent&amp;&amp;parent.Cookiebot.consent.marketing){location.replace(player)}}catch(e){}}load();try{parent.addEventListener(&quot;CookiebotOnConsentReady&quot;,load);parent.addEventListener(&quot;CookiebotOnAccept&quot;,load)}catch(e){}})();&lt;\/script&gt;&lt;\/body&gt;&lt;\/html&gt;\" loading=\"lazy\" title=\"Capacity Management Add-on in Toggl\" width=\"500\" height=\"281\"  frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h4 class=\"wp-block-heading\">Why an Add-On?<\/h4>\n\n\n\n<p>Core Toggl plans cover <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/\" target=\"_blank\"  rel=\"noopener\" title=\"time tracking\" data-wpil-keyword-link=\"linked\"  data-wpil-monitor-id=\"2949\">time tracking<\/a>, project profitability and planning current work on the Timeline. <a href=\"https:\/\/toggl.com\/features\/time-off-management\">Time off<\/a> and public holidays come off everyone&#8217;s capacity too.<\/p>\n\n\n\n<p>The Capacity Management Add-on is for teams that plan work across several people, different teams, and changing roles. It answers &#8220;Can we take this on?&#8221; with data, weeks or months before the work starts.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">What&#8217;s Included<\/h4>\n\n\n\n<p>With the Capacity Management Add-on, you can see each team&#8217;s capacity on the Timeline and look further ahead, up to a whole quarter. You can pencil in work you haven&#8217;t won yet as draft projects. On Premium and Enterprise, the Workload, Utilization and Profitability reports also show forecasts based on scheduled and draft work. It covers everyone in your organization, and organization admins can start a 30-day free trial for their workspace.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">See Capacity by Team<\/h4>\n\n\n\n<p>Group the Timeline by team to see who has room, who&#8217;s stretched, and how to balance work within each team.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><em>&#8220;I could see a time where, from a leadership standpoint, we&#8217;re looking at different teams and saying: do these people have capacity? Are they over capacity?&#8221;<\/em><br>\u2014 Cass Staton, Program Manager, <a href=\"https:\/\/toggl.com\/customers\/bscc\">BSCC<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"883\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-1024x883.jpg\" alt=\"\" class=\"wp-image-59490\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-1024x883.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-300x259.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-768x662.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-1536x1325.jpg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-2048x1766.jpg 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-468x404.jpg 468w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-881x760.jpg 881w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-696x600.jpg 696w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-935x806.jpg 935w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318493-1-112x97.jpg 112w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n<\/blockquote>\n\n\n\n<h4 class=\"wp-block-heading\">Look Further Ahead<\/h4>\n\n\n\n<p>Switch capacity to next week or next month, or zoom the Timeline out to a quarter and see capacity for the whole quarter. Crunches show up weeks before they hit, while there&#8217;s still time to move work around.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"886\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-1024x886.jpg\" alt=\"\" class=\"wp-image-59493\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-1024x886.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-300x260.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-768x665.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-1536x1329.jpg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-2048x1772.jpg 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-467x404.jpg 467w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-878x760.jpg 878w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-693x600.jpg 693w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-931x806.jpg 931w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-112x97.jpg 112w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h4 class=\"wp-block-heading\">Pencil In Work You Haven&#8217;t Won Yet<\/h4>\n\n\n\n<p>Add a draft project for a pitch or proposal, and see how it would affect your team&#8217;s capacity before anything is signed.<\/p>\n\n\n\n<p>Say you&#8217;re pitching a new website project for March, and one of your designers has approved leave for the first week of that month. Add the pitch as a draft project and turn on Show drafts. Time off already comes off everyone&#8217;s working hours, so the Timeline shows straight away whether the team has room with the <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/how-to-hire-a-product-designer\" target=\"_blank\"  rel=\"noopener\" title=\"designer\" data-wpil-keyword-link=\"linked\"  data-wpil-monitor-id=\"2948\">designer<\/a> away. Pending leave requests show too, so nothing surprises you later.<\/p>\n\n\n\n<p>You make the call now, with numbers, instead of finding out in March.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><em>&#8220;We can see where we are, what we&#8217;ve done so far, and what we&#8217;ve got forecast, and that was exactly what we needed in a tool.&#8221;<\/em><br>\u2014 Andy Best, Managing Director, change++<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"886\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-1024x886.jpg\" alt=\"\" class=\"wp-image-59491\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-1024x886.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-300x260.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-768x665.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-1536x1329.jpg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-2048x1772.jpg 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-467x404.jpg 467w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-878x760.jpg 878w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-693x600.jpg 693w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-931x806.jpg 931w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-draft-over-time-off-112x97.jpg 112w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n<\/blockquote>\n\n\n\n<h4 class=\"wp-block-heading\">Forecast Before You Commit<\/h4>\n\n\n\n<p>On Premium and Enterprise, the Workload and Utilization reports show forecasts from scheduled and draft work right next to your actuals. The Profitability report shows how draft projects would affect your margins.<\/p>\n\n\n\n<p>It&#8217;s all built on the time your team already tracks in Toggl, so there&#8217;s no second tool to keep in sync.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><em>&#8220;It&#8217;s not just about the hours; it&#8217;s about understanding the health of client accounts, the wellbeing of employees, and measuring the gap between the hours sold and the resources actually used.&#8221;<\/em><br>\u2014 Hannah McClenaghan, Operations Manager, <a href=\"https:\/\/toggl.com\/customers\/talkshopmedia\/\" data-type=\"link\" data-id=\"https:\/\/toggl.com\/customers\/talkshopmedia\/\">Talk Shop Media<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"883\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-1024x883.jpg\" alt=\"\" class=\"wp-image-59492\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-1024x883.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-300x259.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-768x662.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-1536x1324.jpg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-2048x1766.jpg 2048w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-469x404.jpg 469w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-882x760.jpg 882w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-696x600.jpg 696w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-935x806.jpg 935w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/Group-1321318494-1-112x97.jpg 112w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n<\/blockquote>\n\n\n\n<h4 class=\"wp-block-heading\">Just Getting Started With Your Team?<\/h4>\n\n\n\n<p>Capacity is about the whole team, so start by inviting the people you plan work for. Add their working hours, put a few upcoming tasks on the Timeline with rough estimates, and group the Timeline by team. Within a few minutes, you&#8217;ll see who has room and who&#8217;s already stretched, before the next request comes in.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><em>&#8220;As a team, we handle briefs across a large spectrum of clients. Because we&#8217;re a lean team, we have to be pretty agile with our resource.&#8221;<\/em><br>\u2014 James Leighfield, Head of International Brand &amp; Design, <a href=\"https:\/\/toggl.com\/customers\/fuse\">Fuse<\/a><\/p>\n<\/blockquote>\n\n\n\n<h4 class=\"wp-block-heading\">Pricing and Free Trial<\/h4>\n\n\n\n<p>The Capacity Management Add-on costs $5 per person per month, billed annually, or $6 billed monthly. It covers everyone in your organization, and new members are added automatically.<\/p>\n\n\n\n<p>Organization admins can start a free 30-day trial from the Capacity page in the sidebar, from any locked add-on feature, or in Admin settings. You&#8217;ll need a paid <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/plan\/index\" target=\"_blank\"  rel=\"noopener\" title=\"Toggl plan\" data-wpil-keyword-link=\"linked\"  data-wpil-monitor-id=\"2947\">Toggl plan<\/a> or an active Toggl trial. <a href=\"https:\/\/accounts.toggl.com\/app\/signup\/\" target=\"_blank\">Start a free Toggl trial<\/a> and you can try the add-on during it.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>See how much room your team has weeks ahead, pencil in work you haven&#8217;t won yet, and forecast before you commit, with the Capacity Management Add-on for Toggl.<\/p>\n","protected":false},"author":601,"featured_media":59494,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[12],"tags":[],"class_list":["post-59488","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-toggl-news"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Can We Take This On? 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Plan With the Capacity Your Team Actually Has\" \/>\n<meta property=\"og:description\" content=\"See how much room your team has weeks ahead, pencil in work you haven&#039;t won yet, and forecast before you commit, with the Capacity Management Add-on for Toggl.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/toggl.com\/blog\/capacity-management-add-on\" \/>\n<meta property=\"og:site_name\" content=\"Toggl Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/Toggl\/\" \/>\n<meta property=\"article:published_time\" content=\"2026-11-03T13:57:42+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-11-03T13:58:06+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2026\/11\/capacity-quarter-view-1.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"2080\" \/>\n\t<meta property=\"og:image:height\" content=\"1800\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"The Toggl Team\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@toggl\" \/>\n<meta name=\"twitter:site\" content=\"@toggl\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"The Toggl Team\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/toggl.com\\\/blog\\\/capacity-management-add-on#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/toggl.com\\\/blog\\\/capacity-management-add-on\"},\"author\":{\"name\":\"The Toggl Team\",\"@id\":\"https:\\\/\\\/toggl.com\\\/blog\\\/#\\\/schema\\\/person\\\/8a9040caede2fbdfe014c9167138344c\"},\"headline\":\"Can We Take This On? 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