Capacity Planning Template for Teams & Agencies — Refront
Plan team capacity effectively with this template. Balance workload across projects, forecast availability, and prevent burnout.
About This Template
Overcommitting is the silent killer of quality and morale. This capacity planning template helps you visualise team availability, balance workload across projects, and plan ahead — so you can take on the right amount of work and deliver it well.
Variations
Sprint Capacity Planner
Short-term capacity view showing team member availability for the upcoming sprint, accounting for holidays, meetings, and non-project time.
Best for: Scrum masters planning sprint commitments based on actual team availability.Monthly Resource Planner
Month-ahead view of team allocation across projects. Identifies over-allocated and under-utilised team members.
Best for: Project managers and agency directors allocating resources across multiple client projects.Quarterly Forecast
Three-month capacity forecast combining confirmed projects, pipeline opportunities, and planned time off to predict future capacity gaps.
Best for: Agency owners forecasting hiring needs and project acceptance decisions.How to Use
- 1
Set up team members with their weekly available hours and any planned time off in Refront.
- 2
Assign team members to projects with estimated hours per week or sprint.
- 3
Review the capacity view to spot over-allocation (red) or available capacity (green).
- 4
Adjust assignments to balance workload and prevent burnout.
- 5
Use the forecast view to plan future resource needs based on pipeline and confirmed projects.
Frequently Asked Questions
Does Refront account for holidays and time off?
Yes. Team members can log planned time off, and Refront automatically reduces their available capacity for that period in all planning views.
Can I see capacity across all projects at once?
The resource planner shows a cross-project view of every team member's allocation, making it easy to spot conflicts and rebalance workload.
Does capacity planning integrate with sprint planning?
Absolutely. When you plan a sprint, Refront shows each team member's available capacity based on their cross-project commitments and time off.
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