How capacity and time off work

Capacity is the number of hours a person can work on one day. Teamhood takes it from the person’s working week, then lowers it for their time off and for closures of their teams.

A person with no working week of their own gets the default of eight hours, Monday to Friday. No setting changes that default.

The schedule view and the Availability strip on a person’s page read the same capacity.

How Teamhood works out one day

For each person and each day, Teamhood asks four questions in this order. The first answer that applies is used.

Is the day a full day off, through the person’s own time off or a closure of one of their teams? Capacity is zero.
Does a time off entry give the person other hours that day, such as a half day? Capacity is those hours.
Does the person have a working week for that date? Capacity is that week’s hours for that weekday.
Otherwise, capacity is the default: eight hours on weekdays and none at the weekend.

Time off, closures and working weeks

Time off booked in Teamhood is a full day off. An entry from another system can hold a shorter day, such as four hours.
A team closure, such as a public holiday, removes the whole day for every member, including the members of its subteams. It never sets shorter hours.
A full day off overrides everything else. A holiday overrides a part-time week, and a vacation on a holiday still gives zero.
A working week applies from a date onward. A week set through the public API can start on a later date, and the columns before that date keep their old hours.
Editing the week in the app changes the current week from its own start date. Remove a working week, and its days fall back to the earlier one, or to the default.

How a team lane gets its capacity

A team lane’s capacity is the sum of its members’ capacity for that day. Each member’s time off and closures are already inside that sum.

Nobody sets a working week on a team. To change a team lane’s capacity, change its members’ working weeks or time off.

What turns a cell red

A strip cell turns red when its hours exceed the lane’s capacity for that column. At week or month zoom, the column’s capacity is the sum of every day in it.

The red tint appears only when the view groups by a people field, on person and team lanes alike. A lane of any other field uses the default week and never turns red.

Hover a cell to see what makes up its hours, largest first.

When you zoom out and a column gets too narrow for its number, the cell drops the h first, so 4.8h becomes 4.8. On the narrowest columns it shows a whole number, and a load under half an hour shows no number at all rather than a 0. When either rounds the value, hovering the cell shows the exact total. The totals row at the bottom of the view does the same.

The grey column, the purple day and the hatched day

Grey marks a day the lane does not work at all. The other marks each stand for one entry for one person: a flat purple tint for the person’s own time off, and a blue hatch for every other reason.

Mark	Meaning	Example
Flat grey	Nobody works this day	A weekend on the standard week
Strong purple tint	The person’s own time off takes the whole column	Vacation
Pale purple tint	The person’s own time off takes part of the column	A half day
Dense blue hatch	No hours on a normal working day, for another reason	A public holiday, a weekday their working week leaves empty
Light blue hatch	A team closure takes part of the column	A public holiday in a week column

A column never shows both marks, and the grey appears at day zoom only. A person whose working week includes Saturday gets no grey on Saturday.

The tint and the hatch show even when no hours are planned that day. Hover the day to read its reason, when the entry has one. A weekday the working week leaves empty has no reason to show.

When the same entry covers two or more columns in a row and there is room, its reason is also written on the mark, shortened to fit. A single column, or one too narrow for a few letters, keeps the reason in the hover only. A day with hours planned on it shows its number instead, so the reason picks up again after it.

Hours already planned on a day that becomes time off

Time off never deletes planned hours. Hours that Teamhood spreads from an item’s estimate move by themselves onto the days the person still works.

Hours someone typed into the item’s cells, or shaped with a curve, stay on the day off, and a warning marker appears on the bar. The bar’s right-click menu then offers Reflow around time off, which moves those hours onto the person’s available days between the bar’s first and last segment. See How hour allocation works.

Who can see what

Anyone who can open the view sees the hours, the red tint and the hatch.
The reason on a purple or hatched day, and the Working week & time off button, need the capacity:read permission.
Changing a working week or time off needs capacity:update. Changing someone else’s also needs capacity_others:update.
Reflow around time off appears only for a viewer who may create allocations.

An example with two people

Ana has no working week of her own, so she has eight hours, Monday to Friday. Ben works four hours a day, Monday to Friday. They are the only members of the Design team. Ana books Wednesday off.

Ana’s Wednesday shows the strong purple tint and zero capacity. It is not red.
Item A, estimated at 20 hours, runs Monday to Friday on Ana’s lane. It used to spread 4 hours a day. Now it spreads 5 hours on each of her four working days.
Item B runs Tuesday to Wednesday with 2 hours typed into each day. The Wednesday hours stay, and Item B’s bar shows the warning marker. Reflow around time off moves them to Tuesday, which now holds 9 hours against 8, so the cell turns red.
At week zoom, Ana’s column has 32 hours of capacity.
At day zoom, the Design team lane has 12 hours on Monday and 4 on Wednesday.

Behaviours that surprise people

A day off is never red. Hours on a day with zero capacity show a faint number, not an overload, and hovering the cell shows no breakdown.
At week or month zoom, a column gets the stronger mark only when every day in it is off. One day off in a week gives the lighter one.
At week or month zoom, a column with time off on any working day is purple, even when it also holds a public holiday.
At week zoom, the marker’s tooltip names the days in conflict. At month zoom, no marker is drawn.
A team lane has no tint or hatch. Its capacity is a sum, so no single entry explains a missing day.