Frequently Asked Questions
If your question is not answered here, don’t hesitate to contact us.
General
What 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 day or per week. This makes it easier to adjust allocations as plans change.
Do you provide support?
Yes, and we take it seriously. If you have a question or run into an issue, we’re here to help. Just reach out via our support form. We also run monthly office hours where you can ask questions or suggest features.
Getting started
Do I need to install any software?
No. Caperity is a cloud-based software. You access it via your browser.
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.
Do you provide training?
Caperity is designed to be intuitive, and we have user documentation to help you get started. That said, if you’d like help onboarding your team, we’re happy to assist — just reach out via the contact form.
Planning features
How do I allocate hours to a project?
Caperity’s planning view works like a simple grid. Your team and projects are already there, and you just enter the hours. If you’re coming from a spreadsheet, you can import your existing data directly, so you don’t have to start from scratch.
Can I plan in days, or only in weeks?
Both. You choose your planning granularity — daily or weekly — during setup, and it applies across your whole workspace.
Can I plan in FTE or only in hours?
Right now, Caperity is hours-based. FTE planning is on the roadmap — it’s something we’re actively working on.
Can Caperity be used by managers only to plan their team?
Yes. Managers can plan and view work for their team without needing team members to log in themselves.
Can I set different working hours per person?
Yes. Each team member can have their own work schedule, including part-time arrangements and temporary changes like reduced hours for a set period. Caperity uses this to calculate their availability automatically.
Does Caperity factor in vacation and time off?
Yes. Log time off for each team member and Caperity automatically deducts it from their available hours — so you’re always looking at real availability.
Can I plan across multiple projects at once?
Yes. Caperity is built for exactly that. The planning view shows all projects, assigned team members and planned hours in one place, giving you a full picture of your project portfolio. Caperity summarizes each person’s hours across all projects and highlights overloads automatically.
Reporting
What reporting does Caperity include?
Caperity includes a range of built-in reports and views covering workload, availability, utilization, resource allocation and project hours. Reports are available as visual heatmaps and tables, accessible both within the planning views and as standalone reports. We’re continuously expanding the reporting section with new views and metrics.
How can Caperity help us track team utilization?
Yes. Caperity includes a dedicated utilization report showing each team member’s utilization percentage across time, in weekly or monthly view. You can customize the color thresholds and target percentages to match your own targets.
Importing and exporting data
Can I export my data to Excel for my own reporting?
Yes — full export, no limitations. Everything in Caperity can be downloaded to Excel at any time. We know Excel is where a lot of reporting actually happens, and we want to make sure that works seamlessly for you.
Can I import hours by team member and project?
Yes. The import feature lets you bring in hours for multiple team members and projects at once. This is helpful for importing hours from a spreadsheet or time tracking tool.
Do you offer API integration?
Payment and subscription
Do you offer a free trial?
Yes — 14 days, full access, no charge. We ask for a payment method upfront but you won’t be billed unless you decide to continue. 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.
What happens to my data after I cancel?
Your data is automatically deleted 30 days after your subscription ends.
Security
Where is my data stored?
Your data is stored within the European Union (Ireland).
Does Caperity support multi-factor authentication?
Yes. Users can enable multi-factor authentication to add an extra layer of security.
Can I control who has access to what?
Yes. Caperity supports different access levels. Managers can view and edit all planning data for their team, and team members can only update their own hours.
How does Caperity keep my data secure?
Caperity runs on professionally managed infrastructure with encrypted data storage, authenticated API access, role-based access controls, MFA and strong password requirements.
If your question is not answered here, don’t hesitate to contact us.