Set Team and User Capacities
EMDESK enables you to manage your team's weekly capacity, taking into account off-times such as annual leave, parental leave, sick leave, other types of leave, and public holidays.
A weekly capacity reflects the regular hours per weekday that a team member is expected to work. This setting is used for timesheet calculations to determine availability and utilization rates.
How it works: The Default Team Capacity is set at the workspace level and applies to all team members. Individual users can override this with their own personal capacity settings.
Set Default Team Capacity
To set a default capacity for all users, which acts as a baseline unless individual adjustments are made:
- Navigate to Settings > Customization.
- Scroll down to the Default Team Capacity section.
- The current total weekly capacity is displayed (e.g., "40h per week").
- Click the Edit button (pencil icon) to modify the settings.
In the dialog that opens:
- Enter the working hours for each day of the week (Monday through Sunday).
- Use the time picker to set hours and minutes (e.g., 8:00 for 8 hours).
- Set non-working days to 0:00 (e.g., Saturday and Sunday).
- The total weekly capacity is calculated automatically at the bottom.
- Click Save to apply the changes.
Default values: When no capacity has been set, the system uses 8 hours for weekdays (Monday-Friday) and 0 hours for weekends, totaling 40 hours per week.
Set User-Specific Capacity
Individual team members can customize their own capacity, which overrides the workspace default:
Option 1: From the Time/Capacity Dashboard (Admins)
- Navigate to Time > All Times to open the time capacity dashboard.
- Locate the user whose capacity needs adjustment.
- Hover over the cell in the Total Capacity column and click the pencil icon.
- Set the specific hours per weekday for this team member.
- Click Save to apply the changes.
Option 2: From User Settings (Individual Users)
- Navigate to Settings > User Settings.
- Find the Time Capacity section.
- Click the Edit button to modify your personal capacity.
- Set your working hours for each day and click Save.
Tip: To reset user-specific capacity back to the workspace default, click the reset icon at the bottom of the dialog, or click Use default capacities.
Common Use Cases
Standard Full-Time Schedule (40 hours)
- Monday-Friday: 8 hours each
- Saturday-Sunday: 0 hours
Part-Time Schedule (20 hours)
- Monday-Friday: 4 hours each
- Saturday-Sunday: 0 hours
Extended Work Week (44 hours)
- Monday-Friday: 8 hours each
- Saturday: 4 hours
- Sunday: 0 hours
Impact on Timesheets
The capacity settings affect several areas:
- Availability Display: The timesheet shows expected working hours based on capacity.
- Utilization Calculation: Percentage of capacity used = Logged hours / Capacity hours.
- Capacity Indicators: Visual bars show under/over capacity status.
For more details, see the Time and Capacity Dashboard article.
Permissions
| Action | Required Role |
|---|---|
| Edit workspace default capacity | Project Admin or Project Manager |
| View workspace default capacity | Any workspace member |
| Edit personal capacity | Any user (own settings only) |
Frequently Asked Questions
What happens if I don't set any capacity?
The system uses default values: 8 hours for weekdays (Mon-Fri) and 0 hours for weekends (Sat-Sun), totaling 40 hours per week.
Can I set different capacities for different projects?
No, capacity is set at the workspace level. All projects within the workspace share the same default capacity. Individual users can override their personal capacity.
Can I set capacity in half-hour increments?
Yes, the time picker allows any minute value, so you can set 7:30 (7 hours 30 minutes) or any other combination.
What happens when a user resets to default?
All personal capacity entries for that user are deleted, and they inherit the workspace default values automatically.
Is capacity used for budget calculations?
No, capacity is primarily for timesheet and resource utilization tracking. Budget calculations use personnel cost rates and planned efforts.