Resource Planning Templates: Free Weekly Capacity Workbook
Download a free weekly capacity workbook with filled and blank sheets, then use a worked example to identify staffing conflicts.
A resource planning template helps you compare the work you have committed to with the people and time available to deliver it. For an agency, a useful starting point is one week of contracted hours, leave, internal responsibilities and planned billable work.
Download the weekly agency capacity workbook (.xlsx). It includes a filled Example sheet and a Blank sheet with formulas. No email is required. Open it in Excel or import it into Google Sheets.
What the template calculates
Enter one row per person for the same week. Fill in contracted hours, leave or holidays, internal work and planned billable hours. Enter zero when you know an input is zero; leave unknown inputs blank until you can confirm them.
- Available hours = contracted hours − leave and holidays.
- Unallocated hours = available hours − internal work − planned billable hours.
- Planned billable utilization = planned billable hours ÷ available hours.
Negative unallocated hours highlight a scheduling conflict. The workbook does not prescribe a universal utilization target. A founder responsible for sales and management needs a different plan from a specialist primarily responsible for delivery.
A filled weekly example
The following values are illustrative, not customer records or agency benchmarks.
| Person | Contracted | Leave | Internal | Billable | Available | Unallocated |
|---|---|---|---|---|---|---|
| Alex | 40 | 0 | 8 | 28 | 40 | 4 |
| Sam | 40 | 8 | 6 | 30 | 32 | −4 |
| Taylor | 24 | 0 | 4 | 16 | 24 | 4 |
| Jordan | 40 | 40 | 0 | 0 | 0 | 0 |
Sam has 32 available hours after leave, but 36 hours of planned work. Move four hours, reduce scope or revisit the commitment. Alex and Taylor have room in their schedules, but you still need to check whether their skills and project context fit the work.
Jordan is away for the entire week. With no available hours, the workbook shows n/a for utilization. Treating that person as simply under-utilized would obscure the reason they are unavailable.
Use the workbook in a weekly review
- Confirm the period and team. Copy the blank sheet for each planning week and name it with the week’s start date.
- Update availability. Check working schedules, approved leave and holidays before adding assignments.
- Add internal and client work. Include the management, sales and delivery responsibilities that use time but are not billed to clients.
- Review conflicts by person. Do not rely on a team average that can hide an overloaded specialist.
- Record the decision. Agree on who will move work, clarify scope or confirm a new commitment. Review the result with the delivery team.
This workbook is a planning tool. For a retrospective, use a separate sheet with recorded actual hours for the same period. Compare planned and actual work without silently mixing the two.
Add other views only when a decision needs them
A weekly capacity sheet cannot answer every resource question. Add a focused view when the missing information would change a decision:
| Decision | Useful additional view | Inputs to keep current |
|---|---|---|
| Who can do the work? | Skills and capabilities matrix | Role, capabilities, relevant experience and development needs |
| Which project needs more people? | Project allocation plan | Deliverables, role estimates, assignments and dates |
| Can we afford this scope? | Project cost and margin estimate | Agreed revenue, labor costs, expenses and assumptions |
| Do we need another hire? | Demand and capacity by role over time | Confirmed demand, likely starts, availability and hiring lead time |
Use the agency rate-card workbook to connect costs and quoted rates. The agency pricing guide shows how the revenue model changes the financial effect of extra hours.
When a spreadsheet is enough
A shared spreadsheet can calculate capacity, utilization and margin. Modern spreadsheet tools can also support collaboration. The operating challenge is keeping schedules, leave, assignments and formulas consistent as more people edit the plan.
Stay with a template while someone can maintain it reliably and the team trusts the inputs. Consider a connected resource planning workflow when reconciling those records takes time away from the decisions themselves.
Supervisible connects team capacity and project planning. Approved leave affects availability, staffing supports forward planning, and financial views connect project revenue and costs. Keep your dedicated task or accounting tools where they serve a different need.
Questions about the template
Can I use it in Excel and Google Sheets?
The download is an .xlsx workbook with standard formulas and two sheets. Open it in Excel or import it into Google Sheets, then check the example values before using your own plan.
What should I put in available hours?
The workbook calculates available hours from contracted hours minus leave and holidays. Keep internal work in its own column so you can see how the remaining time is split between internal and client commitments.
Is high utilization always good?
No. Review workload pressure, delivery quality, internal responsibilities and project margins together. The percentage alone does not establish a sustainable or profitable workload.
How do I connect capacity to margin?
Estimate revenue using the agreed pricing model, then subtract labor and other project costs. Divide the remainder by revenue for the project margin. An hours-based capacity sheet by itself does not include all those financial inputs.
Request a Supervisible demo to review a real staffing decision and the inputs needed to move your agency’s plan into the product.
Know Your Capacity. Grow Your Profit.