Set user capacity

Updated on September 23, 2026

Capacity is the person’s hour ceiling: which days they work and how many hours per day. The people capacity dashboard reads this record. Without it, the bar treats the day as “no load” or invents 100% free. Capacity is not future allocation.

This article is the Capacity tab on the user record — each field and the effect on the grid.

💡 Plan: the tab exists on the record; saving days, hours, calendar, and time off requires the capacity feature. Someone who only views the user (without editing) opens the tab in read-only mode.

Holiday and absence go into the same calculation. Calendar details are in holidays and absences.

Where to open it

Users screen, where you open the profile and capacity Three paths reach the same tab:

Users menu → click the person’s name → Capacity tab.
In the same grid, click the total capacity number on the row — the record already opens on Capacity.
On any screen that edits the user (invite after saving, team list), the same tab.

Whoever does not edit users sees the values and does not save.

Capacity tab on the user record

Work days

Mark the days of the week when the person has load. Monday through Friday is the most common case. A 4×3 schedule or part-time: uncheck the day that does not count.

An unchecked day = no capacity. Logging hours on that day appears on the dashboard as “logged on a day with no capacity” and the cell has no ceiling to compare against.

The change applies from the Capacity from date onward (see below).

Capacity per day

Hours available on each marked day. The field accepts decimals (6.5 if the account uses that format).

Examples:

8 h/day, Mon–Fri → 40 h in the week.
6 h/day, Mon–Thu → 24 h in the week.
4 h/day, Mon–Fri → 20 h in the week (part-time).

The number is the day ceiling, not the logging target. Someone who logs 8h20 on an 8h day appears as over on that day.

Estimated capacity

This is not an editable field. Rabbiit calculates: hours per day × number of marked days. The text appears as “N hours per week”.

Use it to check the record: if the estimate is not the load agreed in the contract, the day or the hour is wrong. The dashboard shows this value below the row’s total capacity (40h/week, for example), when the person is active.

Capacity from / until

The load is not forever. It has an effective period.

Capacity from — the first day this set (days + hours) applies. Someone who changed from 6h to 8h in March: the start date is the day of the change. Previous weeks keep the old rule.
Capacity until — the last day of this rule. Leave it blank if the current load has no end date. An intern with a contract end, or someone who is leaving: fill in the until date. After that date the dashboard treats the days as no capacity — unless you register the next rule.

The record keeps the history of these periods (when the account has the feature). When you change load, do not “erase” the past: close the old period and open another.

Holiday calendar

Which holiday calendar belongs to this person. Without a calendar, the dashboard treats a national holiday as a workday — the bar asks for hours on a day when the office is closed.

The calendar is created in Holiday calendars (shortcut at the top of the dashboard, or in settings). Here you only assign. Whoever administers the account can create a new calendar from the field itself, if permission allows.

The account default (general settings) applies to whoever does not yet have their own calendar. What drives the calculation is the calendar on this record.

Time off and vacation days

Edit time off and vacation opens the person’s absence calendar: vacation, time off, and the slice the account uses for “this is not a workday”.

An absence subtracts that day’s capacity. On the dashboard the cell gets the context (vacation, time off) and the absence icon if nobody logged hours. Logging anyway falls under “logged on a day with no capacity”.

A regular collaborator does not enter their own vacation on this screen. Whoever edits the user records it. The effect appears on the timesheet and the dashboard.

What is not on this tab

Cost per hour, whether the person is billable, projects, and permissions are other tabs on the same record. They do not change the hour ceiling. Teams are managed in Teams (and on the record’s teams tab, when it exists).

Check that it saved correctly

Save the record.
Open the dashboard on the current week.
The row should show the calculated weekly capacity and, on each marked day, a bar with a ceiling. An unchecked day or a holiday does not ask for 100%.
If the bar “does not match” what was agreed, go back to the effective period (from / until) and the assigned calendar — the most common mistake is the new rule starting after the week you are looking at.