Gross available hours
FTE × planning weeks × weekly hours per FTE
Use the same planning period for all roles. Leave is the total across the role during the period, not leave per person.
Free agency calculator · No signup
Can the right roles take on the next project?
Check delivery capacity before making a promise. Compare each role’s available billable hours with committed work and the project you are considering.
Private by design. Your inputs and comparisons stay in this tab.
How to use the agency team capacity calculator
For each role, multiply FTE by weeks and weekly hours, subtract total unavailable hours, then apply billable utilization. Subtract committed and proposed hours from that capacity. Assess shortages by role: spare design hours cannot erase a development shortfall.
Make the assumptions yours
A clearer decision
starts with your numbers.
The starting values are an example, not industry benchmarks. Use a consistent currency and cost basis.
Nothing hidden in the math
How the calculation works
Calculations use unrounded values. Results are rounded for display only.
Billable capacity
(Gross hours − unavailable hours) × utilization ÷ 100
Utilization allows for sales, administration and other non-billable work after leave has been removed.
Before and after
Before = capacity − commitments; after = before − proposed work
A negative balance identifies a shortfall for that particular role.
Shortfall and spare
Total shortfall = sum of role shortages; total spare = sum of role spare hours
Report these separately. This estimate does not assign people, model dependencies or predict a completion date.
Before you decide
Common questions
Why show spare hours and a shortfall together?
Capacity is role-specific. Forty spare design hours do not cover twenty missing development hours unless you separately establish that the work is interchangeable.
Can I enter fractional FTE or zero capacity?
Yes. Use 0.5 FTE for half-time capacity. A zero-capacity role with committed or proposed work is valid and shows a shortage.
Is this a staffing or hiring recommendation?
No. It is an hours-based planning estimate. Skills, task dependencies, handoffs and availability need review before making commitments.
One decision leads to the next
Keep your planning connected.
Assign a task in ClientCee →Prepared by ClientCee. Details checked . Examples are illustrative.
Put it into practice