People capacity dashboard

Updated on September 23, 2026

The People capacity dashboard compares each person’s expected capacity with what has already been logged in the period. The question is: did the person log hours on a day they were supposed to be working? Or did they log on a day when, in the record, they were absent?

In the menu the item is Users. The screen title is also Users. Here we call it by the feature name: people capacity dashboard (on the plan it appears as People dashboard).

Menu Users. Anyone without permission to see the team cannot open this screen.

💡 Plan: bars, capacity totals, and the Daily hours audit filter require the capacity feature. Without it, the grid still lists people and logged hours — without saying whether those hours fit the day.

Each person’s capacity is set on the user record. The field-by-field steps are in set user capacity. Holidays and time off enter that calculation — holidays and absences.

What this screen solves

You see person × period, with the bar of what was logged against that day’s (or week’s) cap. It is a check of time entry in the slice you opened.

It is for:

Finding who missed logging (a day with capacity and zero hours, or well below expected).
Finding who went over capacity (logged more than the day called for).
Finding who logged on a day with no capacity (Saturday, holiday, day off, vacation, or a record with that day unmarked).

A registered absence appears on the grid (icon, cell without a cap). That helps explain why a day did not ask for hours — and to see, on the calendar, when someone is already off.

It does not replace the detailed report (each time entry) or the dynamic summary (totals by client or project). Here the object is the person and their time entry against capacity.

Click an hour total to open the time entries behind that number.

How to read the grid

Each row is a person. Click the name (or the capacity number) to open the record — capacity opens directly on the Capacity tab.

On the left: photo, name, role (regular, superuser, administrator), and whether they are the account owner. An archived user appears marked.

The middle columns change with the range:

Week, biweek, or month — one day per column (weekday + number).
Long ranges (several weeks) — one column per week.
Semester — one column per month.

In each cell:

The bar is consumption of that slice (day, week, or month).
The number underneath is what the person logged. Zero on a workday appears as 0. A holiday, vacation, or day off with no hours logged appears with the absence icon. A day with no capacity and no hours appears as “-”.

Hover the bar. The card shows:

% free or % over
Capacity — the cap for that slice
Consumed — the hours that came in
Free — what was left to reach the cap for that slice
Over — what went past the cap

On the right, three totals for the filtered period:

Total hours — sum of what was logged.
Total capacity — sum of the cap in the period. Underneath, the registered weekly capacity (e.g. 40h/week), when the person is active.
Consumed capacity — the bar for the whole period (free versus over).

Weekend in the daily view gets a visual highlight. Today does too.

People capacity dashboard with the team and the week bars

Week, month, and semester

The grid is the same. The filter range is what changes what each column means. Week, month, or semester are not three reports: they are three slices of the same team hours, consolidated another way.

The benefit is looking at the team period by period without leaving the screen. At the weekly close you see the day. At the monthly close you see the whole month. In the semester you see the curve — who came in under for three months in a row, who made up August after a thin July. Team by team (with the teams filter), period by period (with the range).

Week (default) — one day per column. It is for the short close: who zeroed Tuesday, who overshot Friday. That is the screenshot in the previous section.

Month — the whole month, one day per column (28 to 31). If the screen does not fit, the grid scrolls right: the rest of the days are there. A Wednesday gap disappears in the week total and shows up here on the day. Prefer the month that already closed: the current one is still halfway through.

Capacity dashboard for the previous month, one day per column

Semester — one column per month. Capacity and logged hours group month by month. The daily audit disappears — the question stops being the day and becomes the trend.

Capacity dashboard for the semester, one month per column

Filters

The left column cuts who enters the grid. There is no project, task, client, or description filter — this screen is not a time-entry list.

Period (execution date)

The range comes checked and cannot be turned off: the grid needs a slice. Default: week. Switch to biweek, month, 4 / 5 / 6 / 8 weeks, semester, and the shortcuts (7 / 14 / 30 days, today and yesterday, custom).

The daily hours audit only appears when the range is week, biweek, or month. In those three the grid is day by day — the filter compares each day with that day’s capacity. On long ranges the column is already a week or a month; the audit disappears.

People

Users — one or several. By default, active users are included and, in the period, archived users who have hours. Include archived users brings the rest of the archived users (people who left and you still want to see the historical load).
Permissions — slice by role (regular, superuser, administrator). Only on accounts with this feature.
Teams — comes on. Pick one or several teams to look at a squad without the rest of the account.
User custom fields — if the account registered a field on the person (cost center, unit, contract type), each one becomes a filter.

Use team + audit together: “on the implementation team, who missed logging at least 80% on any day this week”.

Daily hours audit

This is the filter that turns the grid into a management tool. Without it you scroll the list. With it, the list already arrives with only the problem.

Turn on Daily hours audit. Three pieces:

The type — what you are looking for.
The percentage — the threshold (it does not apply to “logged on a day with no capacity”).
The scope — on how many days (or in the total) that needs to be true.

Types

Missed logging at least % — what was logged stayed below the threshold. 80 + “on any day” = at least one day with capacity where the person logged less than 80% of that day (includes the zeroed day). It is the “vanished on Wednesday” or the incomplete week.
Exceeded capacity by % — went past the cap. 10 = overshot by at least 10% (8h of capacity and 8h48 logged, for example).
Logged at most % — only people who stayed at or below the percentage. 50 + “in the total period” = across the whole slice the person logged at most half of expected capacity.
Logged hours on a day with no capacity — Saturday, holiday, day off, vacation, or a day the record does not mark as work. It does not ask for a percentage. It finds a time entry on a day when the person, in the record, should not have been working.

Scope (on the three types with %)

on any day — one day in the slice is enough to meet the rule. This is the default when you turn the filter on. Use it to find a one-off gap (empty Tuesday, overshot Friday).
on every day — each day in the slice must meet it. Almost nobody passes “missed on every day” if the person logged well on Monday and zeroed Tuesday. Use it for a pattern: “the whole week below 50%”.
in the total period — sum of the slice, not the day. The person may have zeroed Wednesday and overshot Thursday: in total the week closes at 100% and drops out of this filter. Use it when the question is the week (or the month), not the day.

The filter only makes sense with a weekly, biweekly, or monthly range. Outside that, it does not even appear.

How to use it in practice

Friday close: missed logging at least 100% + on any day + current week. What remains are people with at least one expected day empty or incomplete. Click the day’s hours to see what came in — or what did not.

Who logged little in the month: logged at most 70% + in the total period + current month. On long ranges (several weeks, semester) the audit disappears — the grid stops being day by day.

Logged on a day off or holiday: logged hours on a day with no capacity. Check whether the record has the day marked, whether the holiday calendar is on the person, and whether the absence was registered.

An empty percentage does not cut anyone: fill in the number (or switch to “day with no capacity”).

Actions at the top

Besides filtering, the screen is the team’s door:

Invite users / In bulk — anyone who can create a user.
Holiday calendars — shortcut to the catalog capacity uses.
Teams — team catalog (the same slice as the filter).
Accounts on the Pro plan: license usage (active / contracted) appears beside it.

In the row menu: edit (or view) the user, archive, reactivate, delete — the same rules as user management.

Export

The Export menu on this screen is not the client PDF. These are spreadsheets of the same check as the grid. Three outputs:

Formatted Excel spreadsheet — .xlsx with cells ready to filter and add. This is the full capacity export: person, role, whether they are active, hours logged, and the capacity block (total, consumed, remaining, over, %). On week, biweek, or month it also includes detail by day — each day with the cap, consumed, free, over, and the context (workday, holiday, vacation, day off).

Simplified CSV spreadsheet — the same columns, with no cell formatting. Includes the person’s email. Separator and hour format come from preferences. Use it when the destination is another system (BI, headcount spreadsheet).

Hours calendar (Classic) — .csv with only hours worked per day, without the capacity block. It is the old “person × day = hours” slice. Use it for anyone who already has a spreadsheet that only adds time entries, not the cap.

Formatted Excel and the “full” CSV respect the screen filter — including the audit. Export after cutting “missed logging” or “exceeded”: the spreadsheet comes out with only that set.

A long list may go to email in the background.

When to use

Use it at the weekly or monthly close: who did not log what was expected, who went over the cap, who logged on an absence day. Use the semester when the question is the team’s curve, not the day.

Do not use it for “how much was it for this client in August”. That is the dynamic summary. Do not use it to mark billed — that is the detailed report.