Project capacity planning: Give clients realistic dates

You commit 2 weeks to start a project, and 3 to complete... but then it slips to 10 weeks. See true capacity using your existing PSA data, without having to re-enter into Excel or Microsoft Project.

“It’s a guessing game, we’re just throwing a dart at the wall and hoping it sticks.”

CEO/Owner, 11-25 person MSP

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Works with ConnectWise, Autotask, and HaloPSA.

Used by 700+ MSPs

See when the next project fits, before you say yes

Every engineer's project load, week by week, as far ahead as your projects run. When sales asks if the next one fits, the answer is a week on the chart, not a guess.

Visual Team Capacity View Compare assigned project hours against each engineer's actual available hours every week so you know who is working on what.

Overload Heatmaps Red bars show who's scheduled for more hours than they can work. Green shows who has room.

Capacity Per Person, Per Week Give each engineer the hours they can actually give to projects, and drop them for a vacation week or a training block.

“This is the best view for capacity planning that I've had so far.”

TopLeft customer, Accelerator coaching call, 2026

TopLeft capacity planning view: project bars per engineer with weekly over and under capacity

Tell clients the truth about project timelines

Check which engineer you'd put on the project before setting expectations.

Slide a project to a later week and watch who frees up, before you tell the client.
Plan work by the week, not by the hour.
Try it in a draft. Nothing reaches your PSA until you press Save.

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TopLeft Gantt chart grouped by engineer showing project start and end dates by quarter

Setup takes 15 minutes, not a project

Give the team a default, such as 40 hours a week. Give each engineer their own number, say 20 hours for projects with the rest left for tickets. Then adjust single weeks as required for vacation, training and so on.

Our onboarding team will walk you through it during the onboarding call.

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TopLeft team capacity settings: a default and per-engineer hours per week, with single weeks overridden for leave or training

Questions MSPs ask

What about projects we might win but haven't sold yet?

Add them as projects in your PSA. They don't need a full ticket breakdown, just a budget and team members.

Can I track custom billing amounts and project budgets?

Project budgets are in hours, which is what the plan spreads across each project's dates. Dollar billing amounts are not part of the capacity view.

Will this mess up my PSA data if I make a mistake?

Unlike other tools that save immediately, you can drag projects around, change assignments and adjust hours. Nothing saves to your PSA until you explicitly tell it to.

What if projects don't burn evenly?

If projects have multiple phases separated by time or different effort requirements, you can do phase-level capacity planning as well.

We have separate project teams. Can they each plan independently?

You can set up different views for different teams, just like you probably already do with your Kanban boards. The network team plans their work, the infrastructure team plans theirs, and you can see everything together when needed.

Is there a free way to start?

Yes. The Capacity Planner template is a free Excel workbook that shows when your team can start and finish new projects.

See it in action

Get a personal tour of how PSA-integrated Kanban boards give your team a shared view of all their work.

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