Overallocation is invisible until it’s a missed deadline. This Excel capacity planner shows each person’s committed hours against their availability, week by week — so the moment someone is booked at 130%, you see it while there’s still time to rebalance.

Why capacity planning fails without a tool

Project plans are written one project at a time, but people are shared across all of them. Capacity only becomes visible when every commitment lands in one grid against one availability number. That’s the whole job of this template.

What’s inside the template

• Per-person availability settings (hours per week, adjustable for holidays)
• Assignment rows spreading each project’s demand across weeks
• Automatic utilization calculation with over-capacity highlighting

How to use it

1. Set each team member’s weekly availability.
2. Enter project assignments with estimated hours per week.
3. Read the utilization row — anything over 100% is your next conversation.

All our templates run in Microsoft Excel 2010 or later on Windows. They use macros for their built-in automation — when you first open one, click Enable Content in the yellow bar and everything works.

Get the template

Download the Resource Capacity Planning Template — $9.99, one-time payment, lifetime use, backed by our refund guarantee. It arrives as an instant download with a quick-start guide.

Need more than one template? The Plus Plan includes 150 professional project management templates for $60 — this one and everything around it.