Workspace capacity

Documentation Index

Fetch the complete documentation index at: https://usepike.com/docs/llms.txt

Use this file to discover all available pages before exploring further.

View all member allocations in one place: charts, a sortable list, and a utilization heatmap of available versus allocated hours.

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Overview

In Members → Allocations, admins and managers can see a real-time capacity overview for everyone in the workspace. The page includes:

• A pie chart and bar chart of total booked hours versus available capacity (respects your filters).
• A list of members with booked versus available hours (respects your filters). Expand a member to see projects and tasks their bookings apply to.

You can filter the view in several ways to focus on what you need for planning.

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Charts and member list

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Utilization heatmap

The heatmap lays out people, dates, and how available and allocated hours compare. The sections below describe how those figures are computed.

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Filters

You can filter the members allocations page by:

• Time period
• Project(s)
• Member(s)
• Team(s)
• Position(s)
• Skill(s)

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Settings

In the members table (settings), you can choose from the following ways to show allocations and capacity:

• Weekly impact (instead of the default monthly)
• Show remaining hours available to be booked (instead of the default hours already booked)
• Show booking and capacity in percentage or hours

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How available and allocated hours work

You choose a start and end date. You can optionally narrow the people (for example by team, project, role, or skills). The system then walks one day at a time through that range for each included person.

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Available hours (capacity that day)

For each calendar day, the system asks how much that person could work that day if nothing else blocked them.

• It uses their employment contract and the hours per week on the version of the contract that already applied by that day - the latest one whose start date is on or before that day. If there is no such contract, capacity is zero.
• It assumes a Monday-Friday work pattern: weekends count as zero available hours.
• It spreads weekly hours evenly across those five weekdays (each weekday gets one-fifth of the weekly hours, before time off).
• If the person has time off that covers that day and it is not rejected, that whole weekday is treated as fully off: available hours for that day become zero. By default that includes both pending and approved requests; you can switch to only approved time off via the query flag the API exposes.

Not included today (called out in the product code as future work): company holidays, people who work weekends, or anything fancier than a full weekday off for time off.

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Allocated hours (planned work on tasks)

For each day, the system also adds up how many hours they are planned on tasks:

• It only considers tasks they are assigned to that are not cancelled and not marked duplicate.
• Planning comes from task allocations: for a given period, how many minutes per weekday (Monday through Friday) they are supposed to spend on that task. Those minutes are turned into hours and summed for that day.
• Tasks without allocations contribute nothing to allocated hours.
• Work is grouped under projects (tasks with no project go under a generic no project bucket).

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How it is summarized

For each person, for each day in the range, you get:

• Available hours - capacity that day (contract-based, weekdays only, minus full-day time off as above).
• Allocated hours - total planned hours from their task allocations that day.

The same daily available figure is shown next to each project and task breakdown so you can compare planned work to capacity at those levels. Important: this view reflects planned allocation on tasks, not hours actually logged on a timesheet. The two can differ if your workspace tracks both separately.