Capacity Management: What It Is and How It Works in PSOhub

Published: 1 June 2026

Audience

Admin
Controller
Resource Manager

Objective

Understand what Capacity Management is, how the screen is structured, and how its key views and features help you monitor team availability and workload across your project portfolio.

Introduction

Capacity Management is PSOhub's central screen for understanding team availability, planning upcoming work, and preventing overload. It brings resource planning and capacity forecasting together in a single place.

With Capacity Management, you can see how much capacity each team member has, plan project hours at the Contract Line level, and compare planned work against actual logged hours — all without switching between screens.

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

The Main Views: Planned, Availability and Actuals

Capacity Management has three tabs that give you different perspectives on your team's workload.

Planned
Shows all hours planned for each resource, including project work, internal projects, holidays, and absences. This is the primary view for reviewing and adjusting workload. Cells turn orange or red when a resource has been overallocated for that period.

Availability
Shows each resource's remaining available hours after planned work is subtracted from their total capacity. Values appear in red when a resource has been overallocated. Use this view to quickly identify who has capacity for new work.

Actuals
Displays actual hours already logged through Timesheets. Use this tab to compare planned work against completed work. Values appear in red when actual hours exceed planned hours.

Year and Rolling Views

At the top of the screen, you can switch between Year and Rolling view:

Year shows the full calendar year from January to December for the selected year. Use the arrow controls to move between years.
Rolling shows a 12-month window starting from the current month. This is useful for forward planning, as it always reflects the next 12 months regardless of where you are in the calendar year.

💡 Tip: Use Rolling view when planning for upcoming projects, as it always starts from the current month and keeps your planning horizon relevant without needing to adjust the year manually.

Hours and % Display

The Hours and % toggle controls how planned and available values are displayed in the grid.

Hours shows absolute hour values — for example, 176.0 hours planned in January.
% shows the same data as a percentage of each resource's total capacity — for example, 105.1% indicates overallocation.

The color legend in the top right of the screen shows what each color band represents, ranging from under 70% utilization through to over 115% overutilization.

The Resource Grid

Each row in the grid represents one resource. The columns show their Business Unit, their Available capacity for the selected period, and their planned or available hours broken down by month, week, or day depending on the selected view toggle.

Cells are color-coded to indicate utilization level. Overallocated cells appear in orange or red, making it easy to spot capacity problems at a glance.

Filters and Search

Three controls at the top right of the screen allow you to narrow the list of resources displayed.

Filter role — shows only resources with a specific project role
Filter business unit — filters resources by department or team
Search resource — filters the list to a specific person by name

These filters are especially useful in larger organizations where the resource list spans multiple teams or business units.

Resource Planning Window

The Resource Planning window opens when you click on a resource row. It shows a complete breakdown of everything planned for that individual — all projects, Contract Lines, holidays, and absences — in a single view.

Each project displays its associated Contract Lines, with the budgeted hours, total planned hours, and a monthly breakdown shown for each line. The window also shows the same Planned, Availability, and Actuals tabs as the main screen, scoped to that resource.

This is where resource-level planning happens. For a step-by-step guide to planning hours from this window, see How to plan resource hours from Capacity Management.

💡 Tip: Use Capacity Management for a portfolio-wide view of team availability and workload. Use Resource Planning to dive into a specific person's allocations across all their projects.

How Capacity and Availability Are Calculated

PSOhub calculates each resource's capacity based on their working hours as defined in their user profile.

Available hours are calculated as:

Available = Capacity − Planned Hours

Holidays, absences, and internal project time all count as planned hours and reduce remaining availability. This means a resource with approved leave will show reduced availability for that period, which is reflected across both the main grid and the Resource Planning window.

⚠️ Important: Holidays, absences, and internal project time all count as planned hours and reduce remaining availability. Make sure these are set up correctly before using Capacity Management for planning decisions.

What This Means For Your Team

Capacity Management gives resource managers and admins the visibility they need to make informed planning decisions. By combining planned work, actual logged hours, and raw capacity in one screen, it becomes straightforward to identify who is overloaded, who has capacity, and where planned work needs to be redistributed.

Next Steps

✅ Define your team's capacity
Set up working hours for each team member so PSOhub can calculate availability accurately across Capacity Management.
How to Define the Capacity of Your Resources in PSOhub

✅ Understand Resource Management in PSOhub
Get a full picture of how resource planning, scheduling, and utilization work together in PSOhub.
Resource Management: Introduction to managing your team in PSOhub

✅ Plan project hours using Resource Planning
Learn how to assign hours to resources at the project level using the Resource Planning tab.
How to plan project hours manually using Resource Planning