Manage Team (Advanced): Weekly capacity

With weekly team capacity in TaxDome, firm owners and admins can manage team resources by setting working hours for each team member and reviewing capacity reports. This ensures that employees’ actual capacity is specified, who works full-time and who works part-time, and that team workloads are balanced effectively.

Weekly team capacity, explained

The weekly team capacity feature provides firm owners and admins with insights to optimize team resources: 

• Balance Workloads: Set working hours for each team member and track availability to distribute tasks effectively.
• Monitor Productivity: Compare planned capacity with tracked time to identify inefficiencies or areas for improvement.
• Support Informed Decisions: Use capacity reports to plan for peak periods, adjust staffing, or allocate tasks.
• Prevent Burnout: Ensure manageable workloads promote team well-being and sustained productivity.

In general, the process of using weekly team capacity is the following:

1. Admin or firm owner sets the number of working hours for each team member
2. Team members track time while working
3. Admins/team members with access to the reporting tool can explore the report, which shows the total team capacity, time tracked, and remaining team capacity for different periods of time. 

Before you start

Before you start using the weekly team capacity, consider the following:

• Make sure all team members track time while working. If your employees don't track time while working on jobs or tasks, you can only set the weekly team capacity but not analyze the time spent or build reports. 

• Assign the View reporting access right for analysis. By default, only firm owners and admins can set the weekly team capacity, but you can delegate data analysis to any team member. 

Set weekly capacity for team members

Setting a weekly capacity is an essential step in the planning team's capacity because you need this data to compare and analyze. For example, if, after analyzing, you understand that you have enough remaining capacity, you will be able to take on more clients. 

You can set the weekly capacity based on how work is planned in your firm: 

• If workloads vary between team members, we recommend setting individual team capacity for each employee. 
• If your firm operates with fixed working hours per week, you can apply the team capacity in bulk.

One by one

1. Go to Settings > Teams & plans.

2. Navigate to the Team members tab.

3. Click three dots at the far right of the needed team member and select Manage capacity. You can also find this setting on the employee's page (access it by clicking their name on this tab).

4. In the sidebar, set the time for each working day of the week and click Save. The table shows the team member’s total weekly capacity.

Repeat these steps for other team members.

Note! Admins and firm owner can access and change their weekly capacity settings via Account settings at the top right of any page.

In bulk

If several/all members of your firm work full-time and share common working hours, you can set their weekly capacity in bulk. To do so:

1. Go to  Settings > Teams & plans.

2. Navigate to the  Team members tab.

3. Select team members with the checkboxes and click Manage capacity in the navigation bar above.

4. In the sidebar, set the time for each working day of the week and click  Save. The table shows each team member's total weekly capacity.

Analyze weekly team capacity

Once the weekly capacity is set and all the team has been tracking their time for some period of time (at least, for a week), it is time to analyze data with the team capacity pre-built dashboard. 

To access the dashboard, go to  Reporting > Dashboards and select Team capacity.

You can build these reports with different characteristics depending on your target:

• Time periods (week, month, quarter). Use to do the regular performance review.
• Team member and Status. Use to assess individual performance and timeliness.