Capacity planning report

The Capacity Planning app is available on the Elite plan. A Company Owner or Company Admin enables it once in Settings & Apps. After that, every member can add estimates to their own tasks and view their workday plan. Company Admins see the firm-wide capacity gap in BI Analytics; Company Members see their own.

Capacity Planning is the planning layer between a task and the time entry it produces. It lets you:

• Add an expected duration (a time estimate) to any task before it is started.
• See the total estimated hours in a member’s workday, so over- and under-booked days are obvious in advance.
• Let Uku AI compare estimates to actual logged time and propose adjustments, so estimates improve over time without manual recalibration.
• Surface the resulting Capacity gap — agreed hours minus tracked hours — in BI Analytics, so a firm admin can see who has room to take on more work and who is already over capacity.

The app does not change how time is tracked or how tasks are completed. It adds a forward-looking number (the estimate) next to the backward-looking number (the logged time entry).

Path: Settings & Apps > Capacity Planning

1. Open Settings & Apps.
2. Find Capacity Planning in the apps list and open it.
3. Click Enable on the Overview tab.
4. Save. The app is now active for the whole company.

After enabling, members will see a new estimate field on tasks and a workday view in their dashboard or calendar. No data is destroyed if the app is later disabled.

1. Open any task.
2. Locate the Estimate field (next to the deadline and assignee).
3. Enter the expected duration in hours and minutes.
4. Save the task.

The estimate is visible to the assignee and to anyone with access to the task. It does not block the task from being completed.

The workday view aggregates a member’s estimates across their open tasks for a given day or week. Use it to spot:

• Days where total estimated hours exceed the agreed daily hours — schedule conflict, move tasks.
• Days that are under-booked — capacity available for additional work.
• Tasks with no estimate — incomplete plan; add an estimate or accept the day total is approximate.

The view sums estimates per day and compares against the member’s contracted hours from their agreement (set under Settings & Apps > Workforce Management > Agreements).

Uku AI compares the estimate you entered against the actual logged time on the task. After enough completed tasks per member and per recurring template, the AI proposes corrections:

• For recurring tasks where members consistently overrun, the AI raises the suggested estimate on the next instance.
• For recurring tasks finished faster than estimated, the AI lowers the suggestion.
• One-off tasks do not benefit from AI corrections — the AI needs repetition to learn.

You accept or ignore the suggestion when it appears on the task. The original estimate is preserved as a fallback.

Path: BI Analytics > Utilization & Capacity > Utilization Overview

The Capacity gap (h) and Capacity gap % columns show the difference between available hours (agreed monthly hours, minus vacation, flextime, and company holidays) and tracked hours.

Reading	Meaning
Positive gap	Idle capacity — member can take more work
Negative gap	Over capacity — burnout risk, reassign or delay
Near zero	Fully booked, no headroom

This gauge does not use estimates directly — it compares logged hours to the agreement. Estimates feed the planning view; the BI gap measures what happened. Read both together: estimates show the plan, the gap shows the result.

For the full set of capacity-related columns and signals, see BI Analytics — Utilization & Capacity category and Gauges explained.

The Capacity Planning app is not enabled. Open Settings & Apps > Capacity Planning and click Enable. If the app itself is missing from the list, your plan is below Elite — contact support to upgrade.

The AI needs at least three completed instances of a recurring task per member before a suggestion appears. One-off tasks never receive suggestions. If a member has had three or more completions and still sees no suggestion, the actual durations may already match the estimate within tolerance — that is the correct outcome.

Members do not have agreements configured. Open each member’s profile under Settings & Apps > Members > [member] > Agreements and set agreed monthly hours. Without an agreement, Uku has no baseline for the gap calculation.

Estimates live on the task instance, not the workflow template. New recurring tasks inherit the estimate from the last completed instance only if the AI correction has been accepted on at least one prior instance. To set a default estimate for every new instance of a recurring task, edit the workflow template and add the estimate there.