Team Capacity Calculator

Multiply your delivery people by their contracted hours to get gross hours per week. Apply a realistic billable ceiling — the share of contracted time your team can genuinely spend on delivery once meetings, admin and email are accounted for — to get sellable hours. Then subtract everything already committed to current clients. What's left is your true available capacity: the only number that matters when a new project lands.

In our experience, most teams find that 70–80% of contracted hours is the true deliverable ceiling — the rest disappears into meetings, admin, email and context-switching. That's experience, not an official statistic, and yours may differ: track a normal fortnight and set the ceiling to what you actually see. The calculator treats it as your editable assumption, not a rule.

There are only three levers: extend the deadline (the calculator shows the deadline that would fit at your current free capacity), add people (it shows how many, allowing for the same billable ceiling), or free capacity by dropping or delaying committed work. Anything else is planning to be late — the point of the maths is to make that trade-off explicit to whoever's asking.

Because estimates are optimistic and something always overruns. If a new project consumes nearly all of your free hours, the first slippage anywhere — on this project or an existing client — makes you late everywhere. Keeping roughly 20% of free capacity as slack is the difference between absorbing a bad week and apologising for one.

We make Landing — the all-in-one platform where engagements, time tracking and rotas live together, so capacity is always live rather than estimated. A genuinely useful free calculator is the best introduction we know; the answer is yours either way. No payment, no trial, no strings.