Capacity planning software for teams, based on real time data

Toggl replaces capacity assumptions with data on time, availability, and workloads, so you can spot conflicts early and prevent burnout.

Visual capacity planning

Team availability and workload tracking

Automated time tracking built in

PTO & public holidays

Your capacity planning tool should be visual and flexible

Calendars only show meetings. Spreadsheets show whatever someone last updated. Neither shows whether a person has four hours free next Thursday, nor reflects how long similar work has actually taken in the past. Teams overcommit because they don't see the full story. Toggl prevents that.

Real capacity, not assumptions

Toggl accounts for time off, part-time schedules, and existing project commitments. You see who is genuinely free before you assign them to anything, not who looks free on paper — calculated from each person's work hours, task estimates, logged time off, public holidays, and connected calendar events.

Confident team capacity planning at any scale

Plan from next week to next quarter. Zoom the Timeline out, drag work into place, and adjust as plans change, with no formula updates and no shared-spreadsheet version conflicts.

With the Capacity Management Add-on, capacity indicators extend beyond this month, so you can make decisions on new work or headcount while you still have time to act.

Planning grounded in actual time data

Capacity planning is built on a foundation of time tracking. Compare your estimates against the hours you've actually tracked, so every new estimate is grounded in evidence — and every plan reflects how long similar work has really taken before.

Integrations with your everyday tools

Sync data via native integrations for project management tools like Asana and Jira, and Google or Outlook calendars — so scheduled meetings and events show up on the timeline without anyone re-entering them.
Deliver work profitably
Capacity planning? Isn't that just another way to squeeze more out of my team?
No — it's the opposite.
Toggl shows real availability, including time off, holidays, and existing commitments, so you stop assigning new work to people who are already stretched thin. It's built to prevent burnout, not create it — capacity planning that protects your team's time as much as it protects your timelines.

Capacity planning software features

Everything you need to plan around real availability.
Visual timeline, grouped your way
Group by people, project, or tags, and zoom from week to quarter depending on your planning horizon.
Drag to schedule
Keep unplanned tasks in a dedicated sidebar and drag any of them onto the timeline the moment you're ready to schedule it.
Capacity that accounts for real life
Calculated from each person's work hours, task estimates, logged time off, public holidays, and connected calendar events — not tasks stacked on a blank week.
Workload report
See hours logged against each person's capacity for the week, with overtime flagged the moment someone goes over.
Utilization report
See what percentage of capacity is going to billable work, tracked against a target you set yourself.
Time off and holidays, handled automatically
Approved time off and detected public holidays both update capacity the moment they're entered — no manual adjustment.
Forecasting and team capacity (Add-on)
Group the Timeline by team to see combined capacity, and forecast workload, utilization and profitability in reports.

How does capacity planning work in Toggl?

Set work hours for your team
Choose no schedule, a standard 8-hour day, or a custom pattern per person — admins can set this for the whole team.
Add dates and estimates to tasks
Tasks need a start and end date to appear on the timeline and feed the capacity calculation. Drag tasks onto the timeline when you're ready to commit to a date.
Let time off and holidays factor in automatically
Approved leave and detected public holidays reduce available capacity without any manual update.
Check Workload and Utilization reports
See who's over capacity in hours, and who's under their billable target in percentage terms.
Pencil in the next project (Add-on)
Add work you haven't committed to yet as a draft project, then zoom out to the quarter view on the Timeline to see how it would land on your team's capacity.
Check the forecast before you say yes (Add-on)
Turn on forecasting in the Workload, Utilization and Profitability reports to see where capacity, utilization and margins are heading, then decide whether you can take it on.

FAQs

What is capacity planning?

Capacity planning means matching upcoming work against how much time your team actually has available — factoring in existing commitments, time off, and real working hours — so you can commit to new work without overloading anyone.

What is the difference between capacity planning and resource planning?

Resource planning is about assigning the right people to the right work. Capacity planning goes a layer deeper — it asks whether those people have the available time to take it on in the first place, based on their real schedule and existing workload.

What is capacity planning in project management?

In project management, capacity planning means checking a team's or individual's availability against project timelines before committing to deadlines — so scope and schedule are set against real bandwidth, not assumed availability.

Why is time tracking important for capacity planning?

Time tracking gives capacity planning a foundation in real data instead of estimates. Comparing tracked hours against original estimates shows how long similar work actually takes, so future capacity decisions are grounded in evidence, not optimism.

How is team capacity calculated in Toggl?

Toggl starts from each person's work hours, then subtracts the time already committed: task estimates assigned to them for the period, approved time off, public holidays and, if connected, their Google or Outlook calendar events. What's left is their available capacity.Starting from each person's Work Hours setting, Toggl subtracts their working schedule, task estimates already assigned to them for the period, logged time off and public holidays, and — if connected — their Google or Outlook calendar events.

Can I see capacity for my whole team, or just myself?

Managers and Admins can see workload and utilization data across the team; individual members see their own. With the Capacity Management Add-on, you can also group the Timeline by team to see each team's combined capacity.

Does capacity planning account for time off and holidays automatically?

Yes. Approved time off and public holidays (detected automatically by location) both reduce available capacity the moment they're entered — no manual adjustment needed.

What is the Capacity Management Add-on?

The Capacity Management Add-on helps you answer "can we take this on?" before you commit. Group the Timeline by team to see each team's combined capacity, turn on forecasting in the Workload, Utilization and Profitability reports, and add draft projects to see how new work would land. You can try it free for 30 days.

Can I plan capacity for a whole quarter, not just a week?

Yes. Zoom the timeline out to a month or quarter view to spot where capacity is going to tighten before it becomes urgent.