Capacity represents the total number of hours a team member can work in a given period. PSOhub uses this information to calculate their availability and help you avoid overallocating or underutilizing resources.
This article shows you how to define capacity for each user so Capacity Management reflects accurate data.
Where to Set Capacity
Capacity for a resource can be defined in two places:
- When you invite a new user
- After a user is created, capacity is managed in their User Profile under the Capacity tab
Setting Capacity When Inviting a New User
When adding a new team member, PSOhub prompts you to define two key fields related to capacity:
| Field | Description |
| Working hours | the resource's contracted weekly working hours |
| Utilization percentage | the target billable percentage for their weekly hours |
For resources with flexible or custom working arrangements, it's best to set their average number of working hours. You can further define this in their user settings after they have been set up.
Setting Capacity in the User Profile
Once a user is fully set up in PSOhub, you can proceed to set up their capacity manually.
1. Go to Settings. Open User Management. Click Users
2. From the list of users, select the user.
3. Navigate to the Capacity tab
Here you can set:
| Field | Description |
| Working Days (Mon - Fri) | Defines the number of hours the resource works each weekday (Mon-Fri). PSOhub uses this to calculate capacity on a Weekly and Monthly basis. |
| Hours per week | The total contracted weekly hours for a week. This is a calculated number based on the Working Days numbers, eg 40 hours per week |
| Target Utilization % | A benchmark percentage used in utilization reporting. Does not affect capacity calculations but helps measure billable performance. |
| Available Capacity | Allows you to switch between weekly or monthly capacity breakdowns in the table below. |
| Capacity Table | Shows calculated capacity (in hours) per week or per month based on Working Days and Hours per Week |
Using the Update Capacity Function (Weekly Overrides)
The Update Capacity button lets you apply new working hours starting from a specific week. Use this when a team member:
- Moves from full time to part time hours
- Has a temporary reduction in hours
- Returns from leave with a phased schedule
- Receives a new employment contract with different hours
Adjusting Capacity for Custom Schedules
Some team members may not follow a standard weekly schedule. They may work part-time, have reduced hours for a specific period, or transition into a different working pattern mid-year. PSOhub supports these scenarios by allowing you to adjust a user’s weekly capacity from a specific week onward.
How to Adjust Capacity (Weekly Overrides)
1. In the Working Days section, enter the updated hours for their work week.
2. Click Update Capacity and select the week when the new hours should begin.
3. Click Update
PSOhub will then:
- Recalculate weekly and monthly capacity from the selected week onwards
- Update capacity values shown in Capacity Management
- Update Available Hours for the resource based on the new schedule
Example Scenarios
Below are common examples of how Weekly Overrides are used in practice:
Example 1: Switching to Part-Time
A resource changes from 40 hours/week to 20 hours/week starting Week 26.
1. Update the Working Days section with their new hours.
2. Click Update Capacity and apply a weekly override beginning Week 26.
Example 2: Temporary Reduced Hours
A consultant temporarily reduces hours for six weeks during a project transition, from 8 hours per day to 6 hours per day.
1. Update the Working Days section with their new hours.
2. Click Update Capacity and apply a weekly override.
3. Later, update the Working Days hours (back to the original hours), and apply another override to restore the normal weekly schedule.
Example 3: Compressed Workweek
Some team members work a compressed schedule where they complete full-time hours in fewer working days. For example, four 10-hour days instead of five 8-hour days.
1. For working days, set the hours to 10. For non-working days, set the hours to 0.
2. Click Update Capacity and apply a weekly override from the week they start working for the company.
PSOhub will automatically distribute the weekly hours evenly starting from the week selected.
FAQs and Troubleshooting
If an employee takes a holiday or absence, do we need to reduce their capacity?
No. Capacity is always based on the user’s Working Days and Hours per Week. Holidays and absences are added as Planned Hours in Capacity Management and do not reduce the user’s capacity.
What’s the difference between Capacity and Planned Hours?
Capacity is the maximum number of hours a user can work based on their schedule. Planned Hours represent work assigned through Contract Lines, tasks, internal projects, holidays, or absence.
What happens if a user’s working hours change mid-year?
Update their schedule in the Working Days section, then click Update capacity to apply the new weekly hours from the specific week the change begins. PSOhub will recalculate capacity from that week onward.
How do I configure a user who works only 2 or 3 days per week?
Set any non-working days to 0 hours in the Working Days section. Then use Update capacity to select the first week the employee starts working, ensuring capacity reflects their true schedule from day one.
Can I apply more than one Weekly Override?
Yes. You can apply multiple overrides—for example, for phased returns, alternating weekly schedules, seasonal workload changes, or temporary reductions in hours.
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