Plan Project Resources and Capacity

Resource planning compares flexible Project effort with authoritative staff capacity. It is for delivery planning—not for changing accepted prices or judging employee performance.

Plan availability

The business must make execution planning, resource planning and any capacity controls available. Owners configure schedules, rules and defaults in Projects → Planning & Capacity.

Permission required

Viewing or managing execution plans, resource plans and capacity each has a separate permission. Allowing an above-capacity allocation requires the configured policy and, where applicable, Override capacity controls.

Generate an execution blueprint

For a Draft created from an accepted Project-intent Estimate, Yepsta can prepare a reviewable blueprint from Estimate items. Each item can map to a milestone, task, checklist item or commercial-only context, with role-based effort requirements.

Turn accepted scope into a plan

1. Open the Draft’s Tasks workspace and generate the execution blueprint.
2. Review each suggested mapping, outcome, dates and role effort.
3. Remove or correct suggestions that do not match real delivery.
4. Apply the blueprint once.
5. Continue planning through ordinary Project milestones, tasks and resource requirements.

Generation and application are idempotent. Retrying does not duplicate work. The blueprint never rewrites Estimate items, GST, accepted value or billing records, and later Estimate changes do not silently mutate the applied Project plan.

Define requirements and allocations

A resource requirement records the role, effort and date range the plan needs. Its effort synchronises to the related task where applicable. An allocation assigns that need to a person and progresses through planning states such as proposed or confirmed.

When staff acceptance is required, a proposed milestone allocation appears in their My Work. They must accept before it becomes a confirmed booking, or decline with a reason.

Use Resource Planner

Go to Projects → Resource Planner for the weekly planning view. Compare requirements and allocations with net capacity, then move or reassign work. Capacity considers configured work schedules, fixed appointments, approved leave and holidays before flexible Project work.

The business policy decides what happens above capacity:

• Block: the allocation cannot be saved.
• Require reason: an authorised user must document why it is acceptable.
• Allow: the over-capacity state remains visible for follow-up.

Warning

Do not reduce an Estimate or hide planned effort to make a capacity warning disappear. Resolve the actual date, effort, assignment or capacity source.

Read capacity and workload

Capacity and Team Workload distinguish net capacity, confirmed Project plan, actual tracked time, billable tracked time and plan difference. Utilisation is available only when configured. These are operational planning measures, not employee rankings.

Important information

A task estimate, resource requirement, confirmed allocation and time entry answer four different questions: expected task effort, role demand, booked person capacity and actual work. Keep them aligned, but do not treat them as interchangeable records.

Tip

When capacity is incomplete, verify the person’s schedule, location, leave, holidays and appointments before overriding the Project allocation.

Related guides

• Plan milestones and tasks
• Manage the Project team and appointments
• Track actual time and Project economics
• Use Team Workload reporting

Last reviewed: 1 September 2026