Getting Started with Capacity Management

Capacity Management gives you one central place to understand your team's availability, plan upcoming work and prevent overload. It brings all resource planning and capacity forecasting into a single, easy-to-use screen.

With Capacity Management, you can:

• See each team member's available hours

• Plan project hours at the Contract Line level

• View Absence, Holidays, and Internal Time directly alongside project work

• Review and compare Planned and Actuals

• Quickly spot overload and underutilization

This article will help you get started with navigating the screen, planning hours, and reviewing actuals.

Before You Begin

Before using Capacity Management, ensure that your PSOhub environment is properly configured:

✅Working hours are correctly defined for each team member in their user profile.
✅Each user is assigned to the correct Role(s) and Business Unit.
✅Projects have been set up with contracts and contract lines.
✅Any planned time off is added in the Absence Calendar.
✅Internal Projects are created if you need to plan internal or non-billable work.

Note: You must have Admin or Controller access to use Capacity Management.

Overview of Capacity Management

This section introduces the main elements of the Capacity Management screen and explains what you will see when you first open it.

Access Capacity Management

To access the Capacity Management screen, go to:

Resource Management → Capacity Management

By default, the Planned view is displayed.

Planned vs. Actuals

When you first open Capacity Management, you will see two tabs, Planned and Actuals.

Planned

Shows all planned work for each resource, including:

• Project hours
• Internal Projects
• Holidays
• Absences

This is the main place where you review and adjust a resource’s workload.

Actuals

Displays actual hours already logged through Timesheets. Use this tab to compare planned work vs completed work.

Note: If the Used hours exceeds the Planned hours, the value appears in red.

Views: Day, Week, Month

Use the View toggle to change how you see the schedule:

• Day View 
• Week View
• Month View

You can also switch between the different views, by clicking on a particular month or week.

Search Bar and Filters

Use the Search Bar to quickly find a resource by name.

Searching for Resources

Enter a resource’s name to immediately filter the list.

Filtering Resources

You can narrow down the list of resources using filters:

 

Resource Capacity and Availability

Each resource row gives you a high-level summary of that team member’s workload and remaining availability for the selected period. This helps you quickly identify which resources are fully booked, overloaded, or still available for upcoming work.

At the start of each row, you will see two key totals:

Available

Shows the remaining capacity for the resource across the selected period (year, month or week).
This number is calculated as:

Available = Capacity – Planned Hours

If the resource has been overallocated, this value appears in red (negative).

Planned

Shows the total number of hours already scheduled, across all:

• Projects
• Internal Projects
• Holidays
• Absences

These totals provide a quick snapshot of workload before looking at the grid.

Important: Holidays, Absence and Internal Projects count as Planned Hours and reduce remaining capacity.

Grid Breakdown (Month, Week, Day)

To the right of the Available and Planned totals, the grid displays the resource’s workload broken down by Month, Week, or Day, depending on the selected view.

Each cell shows two values:

• Planned Hours (green)
• Remaining Capacity (grey)

This allows you to instantly see how much work is assigned and how much capacity is left.

Cells turn red when the resource has exceeded their available capacity for that period.

Detailed Resource Planning

To view a full breakdown of a resource's planned workload across all projects, click the Planning button next to the resource's name.

This opens the Resource Planning window showing all allocations for that user in one place.

View Planned Hours Across All Projects

When the window opens, you will see a list of all projects that the resource is currently assigned to and has hours planned against, as well as Absence and Holidays.

Click the ↓ icon beside a project to expand it. All associated Contract Lines for that project will appear below.

This provides a clear overview of:

• Which Contract Lines the resource is planned on
• How many hours are allocated to each
• How these hours are spread across the selected Month, Week, or Day view

You can also use the Expand All and Collapse All buttons to expand or collapse all projects on the Resource Planning screen.

Search Bar and Filters

The Resource Planning window includes its own Search Bar and Filters to help you quickly locate the projects or Contract Lines you want to work with.

Use the Search field at the top of the window to instantly filter the list by:

• Project name

• Contract Line name

• Customer name

 

You can also filter the displayed rows using the built-in filter dropdowns:

These filters make it easier to work efficiently, especially when planning for team members involved in many projects or a mix of draft and active work.

Plan Hours for a Resource

Planning in Capacity Management is always done at the Contract Line level.

You can plan hours for existing Contract Lines or manually add new ones directly from the Resource Planning window.

Adjust Planned Hours for an Existing Contract Line

You can edit planned hours for any Contract Line directly in this window:

1. Click into the hour field for the desired Month, Week or Day.
2. Update the number of hours
3. PSOhub will automatically calculate and distribute hours across the other views

Add Contract Lines Manually

If a project or Contract Line does not appear under a resource, you can add it manually:

1. Open the Planning window for the resource
2. Scroll to the bottom of the resource's list of projects
3. Click Add project

This opens the Add Project window.

1. Choose the Customer.
2. Select the Project associated with that Customer.
3. Choose the Contract Line you want to assign to the resource.
4. Choose the Role the resource will use when working on this project.
5. Click Save.

The Contract Line is now added to the resource's list and can be planned like the existing Contract Lines.

Review Actual Hours

The Used tab shows all hours a resource has already logged through Timesheets.

The Used tab displays:

• Actual hours per Contract Line

• Totals for each Month, Week, or Day

• A cumulative Total column

Values appear in red when actual hours exceed planned hours.

Note: Actual hours do not reduce availability. They help compare planned vs completed work.

FAQs and Troubleshooting

What is Capacity Management in PSOhub?
Capacity Management is PSOhub’s single consolidated view for understanding team workload. It shows each resource’s Capacity (total possible hours), Planned Hours, Actuals (Used), and Available hours across projects, internal work, holidays, and absence.

What happened to the old Capacity Overview and Resource Planning screens?
They were merged into the new Capacity Management module in PSOhub 5.4.2. All planning and capacity forecasting now happen in one place.

Why do I see Contract Lines but not tasks?
Planned Hours are set at the Contract Line level. However, you can roll up Effort from Tasks using the Retrieve Effort from Tasks feature on a project. This will populate the planning at the Contract Line level based on Task Effort.

How does PSOhub distribute hours when I enter them monthly?
Monthly hours are evenly distributed across the weeks of that month, then proportionally across the working days of each week.

How does PSOhub distribute hours when I enter them weekly?
Weekly hours roll up to the Monthly totals and are split proportionally across the working days of each week.

How does PSOhub distribute hours when I enter them daily?
Daily hours automatically roll up to the weekly and monthly totals.

Why are some Contract Lines from a project missing for a resource?
Only Contract Lines with planned hours for the resource will appear. You can add more via Add project.

Related Articles

How to define the capacity of your resources
Use Capacity Management to plan and scale your team
How to use Tags in Capacity Management
Smart Resource Planning: All You Need to Know