Frequently Asked Questions
If your question is not answered here, don’t hesitate to contact us.
General
What is Caperity?
Caperity is an easy-to-use online resource planning tool aimed at service-based businesses. It helps you allocate people to projects, forecast resource needs and manage workload. Caperity can also serve as a shared capacity sheet, where team members can view each other’s availability and maintain their own hours — all in a secure and easy way.
Who is Caperity for?
Caperity is designed for service-based businesses, project teams, and PMOs that need a straightforward and effective way to plan and forecast resource needs. It is particularly valuable for balancing project work with business continuity activities. If your organization needs an easy-to-use solution to gain visibility into team availability, upcoming work, and overall workload across projects, Caperity is a strong fit.
How can I get support?
We’re happy to help whenever you have questions, run into issues or just need some guidance. Just email us at support@caperity.com. Prompt and personal support is guaranteed!
I have a question about functionality. Who can I talk to?
Just reach out to us via the contact form. We’re happy to walk you through what’s possible and help you figure out if Caperity fits your needs.
Functionality
Can I export planned hours to Excel?
Yes. You can download your planning data any time and conduct further analysis or create reports in Excel. This feature is available in all plans.
Can I import hours by team member and project?
Yes, absolutely! You can easily upload hours for multiple team members and projects simultaneously using our Hours Import function.
Is there also a daily calendar option available?
Yes! Caperity also offers a daily calendar view. During setup, you can select the desired calendar format for your organization— either weekly or daily. All planning views will then appear in the selected format and will be used across all projects.
Can I add time-off for team members?
Yes! You can log time off for each team member—such as vacation, sick leave, or unpaid leave. Caperity automatically subtracts this time from their weekly capacity, giving you an accurate view of individual availability. Caperity also highlights periods of limited availability inside the planning views. This way, team members can see when their coworkers are unavailable.
Can I see who’s working too many hours?
For this, you’d look at the Availability Heatmap. The heatmap shows the remaining capacity for each team member across all weeks, with colors highlighting their workload level. Look for red cells to spot team members who are overbooked. Now you know when you need to get extra people on board.
Numbers indicate the remaining capacity in hours. Negative value = over-allocation
Does Caperity account for people working part-time?
Yes. You can set custom working hours for each person, specifying exactly their hours for each weekday. Caperity uses this information to determine the correct availability for each team member.
Does Caperity show the total workload per person?
Yes. Caperity has what’s called Team View. There you can see how many hours each person is scheduled to work each week, across all projects. Color-coding shows if someone is overbooked or has free capacity.
To determine if person is over- or underbooked, Caperity takes into account:
- Their set working hours
- Public holidays
- Time off like vacation or sick leave
All of the above can be managed directly in Caperity, so you have an accurate picture of your team’s capacity.
Is there any way to upload hours by team member and project?
Not yet! We’re still building this feature. Until it’s ready, just reach out to support. We’ll send you an upload template and handle the upload for you — free of charge.
How does Caperity calculate available capacity?
Caperity calculates available capacity per week, taking into account the following factors:
- Standard working hours for each team member
- Public holidays (organization-wide)
- Individual time off, such as vacation or sick leave
Each can be set inside Caperity. These factors are then used to determine how many hours a team member is available to work in a given week.
When you assign people to projects and schedule hours, Caperity will compare those planned hours with their available capacity. The tool will highlight over-allocation as well as free capacity. This gives you a clear picture of workload and helps you adjust plans as needed.
Can Caperity show dates in my local format?
Yes. Caperity supports all common date formats, including US, UK, common European formats, and ISO date format. The date format can be set inside your organization’s settings.
Does Caperity support actuals tracking?
No, Caperity is designed as a planning tool and currently does not support tracking of actual hours worked.
How can Caperity help us monitor team utilization?
Caperity includes a Team View. There you can see how many hours each person is scheduled to work each week. Color-coding indicates whether someone is overbooked or has free capacity. In the heatmap view, you can also see remaining or free capacity per team member and week.
Can the tool sum up work hours for a specific project?
Yes. In Project View, you can see total hours by project for each week and month. Underneath each project, you can see the assigned team members with their scheduled hours by week.
Payment and subscription
Do you offer a free trial?
Yes. When you sign up, you have 14 days to explore all features as part of a free trial. We do ask for a payment method upfront, but you won’t be charged unless you decide to keep using Caperity after the trial ends. You can cancel anytime.
Is the payment process secure?
Yes. Payments for Caperity are processed through Paddle, a trusted payment platform used by thousands of software providers worldwide. Paddle handles payment, order fulfillment and tax collection securely and in accordance with global regulations.
We cannot pay by credit card. Can we pay by invoice?
Yes! Please get in touch using the contact form.
Security
Where is my data stored?
Your data is stored within the European Union. We recently migrated our infrastructure to EU-based servers, so all application data and database data are now hosted exclusively in the EU.