Free Capacity Planning Template (Excel)
What Is a Capacity Planning Template (Excel/Sheets)
Capacity planning compares how many working days a resource actually has against how many days you've allocated to projects - the gap between the two tells you who has room for more work and who's already stretched thin.
Most free versions online are a monthly grid you fill in by hand, with utilization and overallocation left as something you calculate or format yourself. This template does that math and flagging automatically, and adds a team-level rollup on top of the individual resource grid.
Free Capacity Planning Template: What's Inside
One sheet, up to 150 rows. Each row is a resource, team, and month, with available days and allocated days as inputs. Utilization % calculates as allocated divided by available, and rows at 80% or higher highlight automatically.
A summary below the table totals available and allocated days across every row, calculates overall team utilization, rolls up allocated days for the Engineering team specifically via SUMIFS, and counts how many rows are over 80% utilized.
Tracking Available vs Allocated Days by Resource
Enter each resource's available working days for the month (accounting for holidays or part-time schedules as you see fit) alongside how many days you've allocated to project work. Utilization percent is simply allocated divided by available, wrapped in IFERROR so a blank available-days cell doesn't throw a division error.
Because it's a flat row-per-resource-per-month layout, you can track the same person across several months, or several people in the same month, in the same table without duplicating structure.
Automated Overallocation Flags and Team Dashboard
Conditional formatting flags any row at 80% utilization or higher in amber, and 100% or higher in red, so overloaded resources stand out without scrolling through every row's percentage by eye.
The Team column feeds a SUMIFS rollup in the summary, so you can see total allocated days for a specific team alongside the overall available/allocated totals and the count of rows past the 80% threshold - a team-level view built into the same file as the individual grid.
How to use it
- List each resource, team and month on the Capacity sheet with available days and allocated days.
- Watch Utilization % calculate automatically for every row - rows at 80% or higher highlight.
- Check the summary below the table for total available/allocated days and team rollups.
- Use the over-80% count to see how many resources need attention before the month is committed.
Download the free Free Capacity Planning Template (Excel)
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PTO & Leave Tracker — with Automatic Accrual
Utilization here only accounts for the days you allocate to projects - it doesn't know when someone is actually out. The paid PTO & Leave Tracker ($19) calculates accrual automatically across three policies (PTO, sick, personal) for up to 30 employees and 300 requests, so your team's real availability stays current alongside their allocated capacity.
See the full versionFrequently asked questions
How is utilization percent calculated?
Utilization % = allocated days / available days for that row, wrapped in IFERROR so a blank available-days cell shows 0 instead of an error.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. The utilization and rollup formulas keep working.
How does the team rollup work?
The Team column uses a fixed dropdown (Engineering, Design, QA, Ops), and the summary uses SUMIFS to total allocated days for a given team. Keep team names consistent so the rollup captures every row correctly.
How many resource/month rows can I track?
The sheet holds up to 150 rows, so one resource across many months or many resources in one month both fit in the same table.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.