Plan who is working on what and when
Get visibility into your team workload before assigning new work. Prevent burnout, spot bottlenecks early, and make confident hiring or prioritization decisions with a simple capacity tracker.
Tools that power the Plan who is working on what and when stack
Airtable — Capacity tracker
Build a visual tracker of who is assigned to what, how many hours each project needs, and where capacity gaps exist
Notion — Project roadmap
Maintain your project pipeline so you can see upcoming work and plan resource needs before projects start
Toggl Track — Actual hours logging
Track real hours spent per project so your capacity estimates get more accurate over time
Setup guide
- Airtable: Create Airtable People, Projects and Assignments tables. Each Assignment links one person to one project and records a week and that person’s allocated hours. Roll up assignment hours for the same week into each person’s committed hours, then subtract from available hours. Test a 20-hour project split into two 10-hour assignments: each person must show 10 hours, not 20. Keep project totals separate from individual allocations. (Open Airtable instructions)
- Notion: Create a Notion Project Pipeline with phase, estimated start, staffing needs and a link to the Airtable tracker. During planning, add proposed assignments for the relevant weeks rather than charging every team member the full project estimate. Review overlapping dates and availability before confirming a project start. (Open Notion instructions)
- Toggl Track: Use matching project identifiers in Toggl Track and Airtable. Review time by person, project and week and compare it with the corresponding assignments. Check export entitlements: Track Free supports PDF reports, while CSV export requires a paid Track plan; newer Toggl products have separate plan and API rules. Review differences with the team, then adjust future estimates and share an appropriate summary. (Read official instructions)
Check: A 20-hour project split into two 10-hour assignments shows 10 hours per person for that week; actual time reconciles to the matching person, project and week.