Team Capacity Planner

The problem this kills

You run a shared team, and the real question is always the same: who has room next week, and who is about to drown? But the answer is buried across a staffing spreadsheet, a leave calendar, and three project plans that nobody reconciles. By the time you spot that someone is booked at 130% for the next month, the damage is done - they're burning out, a deadline slips, or you've turned down work you actually had room for.

Generic capacity software exists, but it's expensive, it assumes everyone works the same way, and it never matches your team's quirks - the part-timer, the 20% admin overhead, the person who's half on a different project. So most resource managers keep doing it by hand, and the math is always a little bit wrong.

This Implementation Plan lets you build the exact tool you need - tuned to your hours, your projects, your leave rules - in a weekend, by pasting instructions into an AI coding agent.

What you'll build

A private web app for your team that:

• Imports your people (with each person's standard weekly hours and team).
• Imports your allocations (who is committed to what project, for how many hours, in which weeks).
• Imports your leave calendar (vacation, public holidays, sick - anything that eats available time).
• Computes available vs committed hours per person per week - starting from standard hours, subtracting leave, subtracting a configurable admin/overhead percentage, then comparing against everything they're booked on.
• Shows it as a green/amber/red heatmap - by person and rolled up by team - so an overloaded week is impossible to miss.
• Lets the resource manager adjust and then approve a capacity plan before it's published - a real human gate, not an algorithm quietly deciding for you.
• Exports the approved plan as a clean CSV in the columns your other systems expect.

What's inside the Implementation Plan

• It starts by interviewing you about your business. Before a single line is built, the plan has the AI agent ask you how your team actually works - your real field names, how you count a working week, what "admin overhead" means for you, how leave is recorded, and your peak volumes. It reflects a short tailored spec back to you for a thumbs-up, so what gets built fits your team and not some generic template.
• A step-by-step build, each step ending in a ready-to-paste prompt - no coding knowledge assumed.
• The data model for people, allocations, and leave, shaped by your interview answers.
• The availability math (standard hours - leave - admin/overhead %, vs committed) made explicit and adjustable.
• The heatmap UI, by person and by team, with the thresholds you choose for green/amber/red.
• The manager review-and-approve flow, the audit trail, and duplicate guards.
• A "No API yet?" fallback so you can run the whole thing from spreadsheets today and export CSV - no integration required.
• A verification checklist so you know it actually works.

The governance it includes (this is the point)

This isn't a throwaway script - it's an internal tool you can trust with staffing decisions:

• Login so only your team can open it.
• Row-level security so each organization only ever sees its own people, allocations, and plans.
• A full audit trail - who imported what, who adjusted which numbers, who approved the plan, and when.
• A human-in-the-loop approval gate - the tool computes availability and proposes a plan, but a resource manager reviews, adjusts, and approves before anything is published or exported.
• Duplicate guards - the same allocation can't be counted twice; imports dedupe on person + week + project.

Who it's for

Resource managers, delivery leads, and project managers who juggle people across multiple projects and need a fast, honest read on who's over- and under-loaded - without buying heavyweight software or maintaining a fragile spreadsheet.

You've got this. Paste the first prompt and let the agent interview you.