Finally see the real picture of your team's capacity
Caperity gives you the real picture of availability and workload — and lets you adjust allocations in seconds when plans change.
If you're still planning in Excel, you already know the problem
You’ve probably already looked for something better.
Maybe for years.
The big tools exist.
But as Rob, an integration consultant who’d spent years looking, put it:
“They overcomplicate it to a point where it’s never going to be maintained by someone on our side — it just becomes someone’s full time job, and we simply don’t have that overhead.”
So you go back to the spreadsheet. You can’t always tell if the data is up to date. It’s manual, it’s fragile and it’s always slightly behind reality.
But you’re not still using a spreadsheet because you haven’t tried to find something better. You’re using it because nothing you found was worth the trade-off.
That’s what Caperity was built to change.
How Caperity works
1. Import your data
Add projects and team members by uploading a spreadsheet.
2. Plan work
Plan work by entering hours into the grid.
3. Review and adjust
Zoom out to see the bigger picture, and adjust plans to avoid overload.
See the big picture. It's all there.
Now, 6 months out, 12 months out.
All projects, assigned team members and planned work.
See every project and every assigned person in one clean, editable grid. Enter hours, adjust on the fly, and see totals recalculate in real time — no spreadsheet juggling.
- Plan work by entering hours per project
- Import hours directly from a spreadsheet
- Visualise project phases and milestones
- Filter by project status
Real workload by person. Based on real availability.
Every team member’s total workload sits alongside their actual capacity — factoring in working hours, part-time schedules, and approved time off. No guessing.
- Spot overload or underutilization at a glance
- Adjust hours without leaving the view
- Based on actual availability, not guessing
- Individual schedules and time-off factored in
Know who has capacity.
See your team's availability over the coming months and quickly identify where there's room for new work.
- Compare workload against individual capacity
- Spot bottlenecks weeks in advance
- Cell values show available hours remaining
- Updates automatically as plans change
Keep your team busy
and optimize allocation.
A real-time picture of utilization by team member. No spreadsheet work needed — just click and the numbers are there.
- Weekly and monthly utilization view
- Fill idle periods and spot overload
- Colors and thresholds fully customizable
- Always up to date as plans change
Look ahead
Caperity helps you forecast future resource demand, making it easier to identify capacity gaps, evaluate new project requests and determine when work can realistically begin.
Just the features you need. No nonsense.
Every feature in Caperity earns its place. No bloat, no endless configuration — just the tools a delivery lead actually reaches for every week.
See real availability
Multi-department structuring
Planning grid
Workload indicators
Reporting
Role-based access
Project roles
Data import and export
Built-in security
Built by someone who lived the problem.
Adrian Neumeyer spent over a decade leading projects for major engineering and technology firms. Every planning cycle started the same way — opening a spreadsheet that was already out of date.
He saw the same pattern everywhere: teams wanted something that worked like a spreadsheet but was purpose-built for resource planning. So he built it. Caperity is the tool he wished existed.
- Cloud-based — no install
- 2FA included
- EU data hosting
- 5-minute setup
- No training needed
- Role-based access
Discover Caperity in 3 minutes
Frequently asked questions
What exactly is Caperity?
Caperity is a cloud-based resource capacity planning tool for project-driven teams. It gives delivery leads and project managers a clear view of team availability and workload across multiple projects — without the complexity of enterprise tools or the limitations of a spreadsheet.
Who is Caperity for?
Caperity is for project-driven teams managing multiple concurrent projects across a medium to long planning horizon. It’s used by delivery leads, project managers and PMOs across IT delivery, consulting engineering and creative services.
How is Caperity different from other tools?
Most resource planning tools assume a fixed allocation per period — for example 20 hours per week on a project, spread evenly across time. This does not reflect reality, where plans change frequently. In Caperity, you can enter hours freely per week. This makes it easier to adjust allocations as plans change.
Do I need to install any software?
No. Caperity is a cloud-based software. You access it via your browser.
Can I import my existing data from Excel?
Yes, and it’s very easy. Existing hours can be imported via CSV and mapped to the relevant project and person. If you’re migrating from a spreadsheet, you can set a baseline for already-planned work. This means you can make a clear cut and your budget tracking in Caperity reflects reality from day one. We’re happy to help if needed.
Can Caperity be used by managers only to plan their team?
Yes. Managers can plan or view work for their team without needing team members to log in themselves. Your team doesn’t need to be involved unless you want them to be.
How long does setup actually take?
Most teams are up and running in minutes. Import your people and projects, set your working hours, and you’re ready to go.
Still have questions?
What customers are saying
Caperity has been a really useful tool for giving our team clear oversight of workload and project planning. It’s intuitive to use and gives our design leads the autonomy to manage their own projects, while still providing senior leadership with visibility across workloads, bottlenecks, and programme clashes.
I genuinely enjoy using Caperity. It’s an excellent product.”
The Caperity team has been great to work with—responsive, collaborative, and open to adapting the tool to how we work.
A tool that's built to be used.
Secure by default
Multi-factor authentication built in — robust enough for the strictest IT teams
Nothing to install
Web-based, so there's nothing to set up and nothing to break
Ready in 5 minutes
No six-month rollout, no endless configuration.
Simple enough that people actually use it
Our customers tell us their team members enjoy using it.
The simplest way to plan work
and manage capacity.
for a planning tool that's actually fun to use.
Do you have questions?
Every team works differently. If you’re wondering whether Caperity fits the way you plan — just ask.