Capacity Planning Template
Hours available against hours demanded, flagging who is over-committed.
Capacity Planning Template is a free Excel workbook: 4 sheets, 40 live formulas and realistic sample data throughout, 13 KB as .xlsx.
The formulas are printed on this page, unedited, so you can check the method before downloading anything. Swap in your own numbers and the whole file recalculates — which is the part no chat window can hand you. Opens in Excel, Google Sheets, Numbers and LibreOffice; no add-in and no macro.
A look inside
This is a real slice of the Plan sheet from the actual file — not a screenshot, and not a mock-up. Cells shown in violet are live formulas, exactly as they arrive.
| # | Person | Available hrs | Demand hrs | Gap | Utilisation | Status |
|---|---|---|---|---|---|---|
| 4 | A. Okafor | =VLOOKUP($A4,Capacity!$A:$F,6,FALSE) | =SUMIF(Demand!$B:$B,$A4,Demand!$C:$C) | =$B4-$C4 | =IF($B4=0,0,$C4/$B4) | =IF($E4>1,"OVER-COMMITTED",IF($E4>0.95,"At t… |
| 5 | M. Lindqvist | =VLOOKUP($A5,Capacity!$A:$F,6,FALSE) | =SUMIF(Demand!$B:$B,$A5,Demand!$C:$C) | =$B5-$C5 | =IF($B5=0,0,$C5/$B5) | =IF($E5>1,"OVER-COMMITTED",IF($E5>0.95,"At t… |
| 6 | R. Bhatt | =VLOOKUP($A6,Capacity!$A:$F,6,FALSE) | =SUMIF(Demand!$B:$B,$A6,Demand!$C:$C) | =$B6-$C6 | =IF($B6=0,0,$C6/$B6) | =IF($E6>1,"OVER-COMMITTED",IF($E6>0.95,"At t… |
| 7 | S. Moreau | =VLOOKUP($A7,Capacity!$A:$F,6,FALSE) | =SUMIF(Demand!$B:$B,$A7,Demand!$C:$C) | =$B7-$C7 | =IF($B7=0,0,$C7/$B7) | =IF($E7>1,"OVER-COMMITTED",IF($E7>0.95,"At t… |
| 8 | J. Wren | =VLOOKUP($A8,Capacity!$A:$F,6,FALSE) | =SUMIF(Demand!$B:$B,$A8,Demand!$C:$C) | =$B8-$C8 | =IF($B8=0,0,$C8/$B8) | =IF($E8>1,"OVER-COMMITTED",IF($E8>0.95,"At t… |
| 9 | T. Nowak | =VLOOKUP($A9,Capacity!$A:$F,6,FALSE) | =SUMIF(Demand!$B:$B,$A9,Demand!$C:$C) | =$B9-$C9 | =IF($B9=0,0,$C9/$B9) | =IF($E9>1,"OVER-COMMITTED",IF($E9>0.95,"At t… |
What’s in the file
What it explains
- Nobody has 100% available
- Read utilisation, not the gap
Download it
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