Knowing your team's capacity helps you make sure the right resources are in place to complete your projects. Keeping time off up to date keeps capacity accurate, so workloads, project timelines, and scheduling reflect who's actually available.
Who can do this: Learning Team Users can view team capacity and log their own time off. Admins and Team Managers can also update a team member's weekly capacity and log time off on their behalf.
Before you start: Capacity is based on project work. Make sure you've added your projects and assigned your team members to them as resources.
In this article
View team capacity
Go to Teams in the left navigation.
If you manage more than one team, click the arrow next to a team's name to expand or collapse it.
Choose Weekly or Daily to change the view.
Each team member's total allocation is shown as a percentage. Hover over the percentage to see:
Weekly Capacity
Assigned Hours
Available Hours
To see more detail, click View Projects. This shows each project's:
Project Name
Priority
Health
Status
Start and Target Completion Dates
Team Member's Role
Filter the capacity view
By default, the capacity view shows only active projects and active users, so you see current workload rather than historical data.
To change what's shown, use the filter panel in the top right:
Include deactivated users: shows former team members again.
Include archived projects: shows archived work.
Filter by project status: shows only projects with the statuses you select (one or more).
Your filter selections are saved across sessions and between views.
Note: Filters only change what you see. They don't affect capacity calculations or the underlying data.
Set a team member's weekly capacity
From Teams (Admins and Team Managers)
Go to Teams in the left navigation, then select the Team tab.
Click the ••• menu next to the team member's name.
Select Update Information and update their default weekly capacity.
From Settings (Admins only)
Go to Settings › Users.
Open the user's profile.
Update their default weekly capacity.
Note: Time off only appears in Teams › Capacity if the team member has a default weekly capacity set.
Log time off
Log your own time off
Any user can log their own time off.
Click your profile icon in the top-right corner.
Select My Time Off.
Click Add Time Off in the top right, then follow the steps in Add a time off entry.
Log time off for a team member
Admins and Team Managers can log time off for anyone on their team.
Go to Teams in the left navigation, then select the Team tab.
Click the ••• menu next to the team member's name.
Select Manage Time Off.
The Manage Time Off page opens for that person, showing their Upcoming Time Off and History.
Add a time off entry
From My Time Off or a team member's Manage Time Off page:
Click Add Time Off.
Set a Start Date and End Date.
Choose a Time Off Type: Personal Time Off, Sick Leave, Custom Holiday, Vacation, Parental Leave, or Others.
Review the Amount section. Cognota splits the date range into individual days and fills in each day based on the person's daily capacity (for example, 8 hours). Adjust any day's hours if needed, such as for half days or partial leave.
Click Add.
Result: A confirmation appears once the entry saves. Where the entry shows up depends on its date:
Today or in the future: it appears under Upcoming Time Off.
Before today: it appears under History.
Edit or delete a time off entry
In the Upcoming Time Off or History table:
To edit: click the pencil icon next to the entry, update the dates, type, or hours, then save.
To delete: click the trash icon next to the entry, then select Yes, Delete Time Off to confirm.
View time off history
The History tab keeps a full record of past time off. You can sort it by date, type, or hours, which is useful for reviewing how much time off someone has taken over a given period.
View capacity insights
Cognota gives you two ways to look more closely at capacity and utilization data:
Flexible Dashboards: a customizable view you can share. Build a custom dashboard using pre-built capacity and user insight cards to track team bandwidth alongside your project data. Available cards include actual hours, allocated hours, available hours, capacity hours, and utilization by team, job function, and individual user.
Insights › Capacity: a pre-built view that's ready to use with no setup. You can filter it by timeframe. Key charts include:
Resource workload: demand vs. allocation vs. capacity over time
Utilization by Team: identify imbalances and high-workload situations
Demand vs. Allocation by Business Unit: track how resources are distributed across business units
Allocation by Resource Type: assess how much you rely on internal vs. external resources
Demand by Project Category: identify which project types need the most resources
Note: The Insights tab and Flexible Dashboards currently both exist in Cognota. We recommend building your reporting workflows in Dashboards to take advantage of customization, sharing, and richer data options.
Best practices
The Training Manager's Guide to Team Productivity & Meeting Training Demand
This eBook explores how training managers can boost team productivity and meet increasing training demand. Learn how to optimize capacity planning, streamline resource management, and use the right tools to deliver more training without overloading your team.
