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AI PromptsCategoriesTime Tracking

📉 Plan Capacity Before You Take the Work

Capture the hours your team actually works, approve them without a Friday scramble, and see utilization before the month closes. These time tracking prompts build the layer between the work and the invoice: entries against projects, approvals with an owner, budget burn per project, and reminders that arrive before the timesheet is late. Built for agencies, studios, and service teams who bill for their time and want the numbers to be true.
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Plan Capacity Before You Take the Work

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We keep accepting work we cannot deliver on time. Build me a capacity planning app. For each person, calculate genuinely available hours per week starting from contracted hours and subtracting booked leave, an allowance for admin and non-billable time, and any known training or absence, rather than using contracted hours. For each live project or job, hold the remaining estimated hours by skill and the dates over which they must be delivered. Include likely work that is not yet confirmed, weighted by its probability. Show committed against available hours by week and by skill, with the gap clearly visible, since a comfortable quarter can hide a badly overloaded fortnight. Add an AI agent that answers whether a new piece of work can be taken on, and if not, tells me specifically what would have to move or who would need to be added, in plain language. Automate two things: a scheduled weekly capacity forecast to me, and an alert when any week goes over capacity for a particular skill. Two logins: a project lead who maintains their own estimates, and an owner who sees the whole picture.

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STATUS · LIVE
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01 / Spark - intelligence awakens

Plan Capacity Before You Take the Work

Compare committed hours against genuinely available hours by week and skill, including weighted likely work.

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// the spark catches · intelligence awakens · the answer unfolds

Work is accepted on optimism and delivered late. This compares committed hours against genuinely available hours, so the answer to can we take this is a number.

What's Included

  • Available hours after leave and admin not contracted hours.
  • Committed hours from live work including what is only likely.
  • The gap by week and by skill because an average hides it.
  • An assistant that says what would have to move.

How To Use

  1. Use genuinely available hours. Contracted hours overstate capacity badly.
  2. Include likely work weighted, not just confirmed work.
  3. Look by week and by skill. A comfortable quarter can hide a terrible fortnight.
  4. Answer capacity questions from the number rather than from feel.

Feed it from job time costing, and reflect leave from the leave planner.

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