Plan work, see availability, and avoid overload — without a complex tool.
Caperity gives you a clear planning grid for hours, so you can staff projects confidently and spot overload early.
What is Caperity?
- Caperity is a lightweight, cloud-based capacity planning tool.
- Allocate people across projects and BAU, and see workload and availability in real-time.
- Easy to use — works like a spreadsheet.
- Just takes 5 minutes to set up. Simple monthly subscription.
Who is Caperity for?
Spreadsheets and other tools didn’t work for you. You need a simple way to plan people across projects and see individual workload and availability at a glance.
How it works
Getting started only takes 5 minutes
Upload projects and people
Schedule work
Look ahead and adjust
Key features
Just what you need — without the complexity.
Planning grid
Complete capacity model
Daily or weekly calendar
Overload indicators
Reporting
Role-based access
Project phases & milestones
Data import and export
The main views
Project View
A centralized view of all projects with the assigned team members.
- Plan work by entering hours into the grid
- Import hours from a spreadsheet
- Visualize phases and milestones
- Apply filters (for example, by projects status)
Team View
A centralized view of your team members, their assigned projects and total workload per team member.
- Overbooking and unused capacity immediately visible
- Red totals show overload. Green totals indicate available capacity
- Capacity adjusts based on working hours, holidays and time off
- Periods with reduced capacity are automatically highlighted
Resource Availability Heatmap
A complete view of future resource availability, so you can clearly see the workload for the coming months.
- Workload is compared against individual capacity
- Helps you spot bottlenecks early
- Cell values show available hours (unused capacity)
- Updates in real-time
REPORTS
Weekly utilization
- Monitor utilization or billability across weeks.
- See instantly if the team is fully booked.
- Set custom thresholds and colors.
Monthly utilization
- Monitor utilization or billability across months.
- See instantly if your team is fully booked.
- Set custom thresholds and colors.
Hours by month
- See total planned hours per project and month
- See workload peaks early
- Supports budgeting and forecasting
Total hours by project
- See total planned hours by project
- Updates in realtime
- Supports budgeting
Project allocation by week
- Shows allocation by person and project — expressed as a percentage of individual capacity
- See which projects absorb the biggest share of team capacity
- Spot suspicious fluctuations in capacity — caused by scope changes, delays or unexpected issues
Project allocation by month
- Shows allocation by person and project — expressed as a percentage of individual capacity
- See which projects absorb the biggest share of team capacity
- Spot suspicious fluctuations in capacity — caused by scope changes, delays or unexpected issues
Quick Demo Video
FAQ
What is Caperity?
Caperity is a lightweight, cloud-based capacity planning tool for teams who work project-based or client-based.
Who is Caperity for?
Caperity is for teams that need a simple way to plan capacity across projects and BAU while clearly seeing availability. It’s not industry-specific. We have teams in IT delivery, engineering, consulting, non-profits and other areas who use it to plan their work.
Do I need to install any software?
No. Caperity is a cloud-based software. You access it via your browser.
Where is my data stored?
Your data is stored securely on EU-based cloud infrastructure.
Can I export my data to Excel?
Can I plan in FTE instead of hours?
At the moment, Caperity supports hour-based planning only. We may add FTE-based planning in the near future.
What planning layouts does Caperity support?
Yes, Caperity supports two layouts: week-based and daily planning. The layout is selected during setup and applies to all projects. Switching between daily and weekly planning is not possible.
What users are saying
Your tool is so slick!
Caperity has quickly become an invaluable tool for us.
Our team members really like using Caperity.
What I really like about your tool is the ease and simplicity of it.
About Caperity
Caperity is the brainchild of Adrian Neumeyer, a former Project Manager who spent over a decade leading projects at engineering companies like Bosch and Hilti. He’s convinced that a project leader should be out there with the team, pushing things forward — not stuck in complicated tools. So he built a simple Excel solution for himself. It worked, others started asking for it, and over time it turned into Caperity: an easy-to-use capacity planning software now used by teams around the world.