A week-by-week view of who is booked, who has room, and which weeks you should not sell into. Describe your engagements and your people and a Taskade Genesis app builds the capacity plan: committed days per consultant, per client, per week, with the overloads highlighted before you promise anything else.
The Team Capacity Planner is a live Taskade Genesis app embedded on this page, built to plan real people against the hours they actually have. Use it here, then click "Use this app" to clone it in about ten seconds and describe your own bench so the schedule becomes your firm, week by week.
Small firms rarely fail from lack of demand. They fail from taking the wrong week's demand, which turns into late delivery, tired people, and a client who tells three others. A visible capacity plan makes the sales conversation honest: not whether you can do the work, but which week it starts. Workspace DNA holds the picture. Memory keeps every commitment and the actual effort each engagement type consumed last time. Intelligence, backed by 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, converts a proposed engagement into a week-by-week load and shows what it collides with. Execution reschedules, reallocates, and notifies once you decide.
The plan renders in whichever layout you need:
- Calendar view for committed days across the next twelve weeks
- Table view for the utilization grid by person, client, and week
- Board view for pipeline work waiting to be scheduled
- Gantt view for how engagements overlap across the quarter
- Plus the rest of the 7 project views
Automations keep the plan trustworthy. Wire Taskade automations so a signed proposal books its estimated days into the plan, a slipped engagement releases the capacity it was holding, and any week above your threshold flags before you accept new work. With 100+ bidirectional integrations, Google Calendar and your delivery records pull commitments in while Slack pushes the overload warning out.
The AI agents inside the app carry 34 built-in tools including persistent memory, file analysis, web search, custom slash commands, and multi-agent collaboration. Ask the capacity agent what happens if the deal you are about to sign lands two weeks late, and you will see whether your plan survives the most likely version of the future.
Clone it, invite your associates to keep their own availability current, and the plan is yours. Utilization history is also the number you need before hiring anyone.
Build your own planner in Taskade Genesis, see live scheduling apps in the Community Gallery, or learn the calendar layout in Learn. Price the work you are scheduling with Scope and Price a New Engagement, and staff it from Build an Associate and Subcontractor Bench.
Frequently Asked Questions
What utilization target should a small consulting firm aim for?
It depends on how much selling and admin each person carries, but the useful output is not a target, it is a warning line. Set the level above which quality historically drops and let the plan flag it. Your own history is a better guide than any published benchmark.
How do I plan capacity for work that is not sold yet?
Weight it. Pipeline work sits in the plan at its probability, so a likely engagement shows as partial load and a long shot barely registers. That prevents both the optimism of counting everything and the panic of counting nothing.
Does it account for the time I spend selling?
It should, and this is where solo consultants most often go wrong. Book business development, proposal writing, and admin as committed time rather than treating them as free evenings. The plan then shows the real number of billable days you have.
Can it handle associates who work part time?
Yes. Each person carries their own availability pattern, including days per week, holidays, and notice period. Because associates often work across several firms, keeping their availability current in the plan avoids the awkward discovery that they were never free.
What do I do when two clients want the same fortnight?
Decide with the plan open rather than in a phone call. The app shows the cost of each option, including which milestones move, so you can offer a client a real alternative start date instead of a promise you will regret.
Can it tell me when to hire?
It gives you the evidence. A sustained pattern of overload in a particular skill, plus pipeline weighted at reasonable probability, is the case for adding a person or a regular associate. Guessing from how busy you feel produces the wrong answer in both directions.
Does capacity data help with pricing?
Directly. When you are genuinely full, the answer to a new request is a longer lead time or a higher price, and the plan makes that a factual conversation rather than a nervous one.
How do I plan for the work I cannot predict?
Reserve for it explicitly. Every engagement generates unplanned work: an extra stakeholder session, a rework cycle, a client emergency you choose to absorb. Booking a visible reserve each week is more honest than planning to full capacity and then quietly working evenings when reality arrives. The app lets you set the reserve as a percentage per person, and comparing reserve consumed against reserve planned over a quarter tells you whether your number is realistic or optimistic.
