Knowing your team’s capacity is key to making sure you have the right resources in place to complete your projects successfully.
To view the capacity of your team, it's first important that you've added your Projects and assigned your team members to them as resources.
Viewing Team Capacity
Learning Team Users can access the Teams section from the main navigation menu. If you manage multiple teams, you can expand or collapse each one by clicking the arrow next to the team name.
You can view team capacity on a Weekly or Daily basis. 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 the View Projects button. This shows:
Project Name
Priority
Health
Status
Start and Target Completion Dates
Team Member's Role
Filtering Your Capacity View
The Capacity view defaults to showing only active projects and active users — so you're always looking at current workload, not historical data.
Use the filter panel (top right) to customize what's displayed:
Include deactivated users — check this to bring former team members back into view
Include archived projects — check this to see archived work
Filter by project status — choose one or more statuses
Filter selections persist across sessions and between views — your setup is always saved.
Note: Filters are display-only. They control what's visible in your view but have no impact on capacity calculations or underlying data.
Updating Capacity and Time Off
To update a team member’s default weekly capacity or apply time off:
Go to the Team tab
Click the three dots on the far right of the user’s name
Choose Update Information or Manage Time Off
Update Information:
Manage Time Off:
Note: To see Time Off reflected in Teams > Capacity, users must have a default weekly capacity set.
View Capacity Insights
Cognota gives you two ways to dig deeper into capacity and utilization data — Flexible Dashboards for a customizable, shareable view, and the Insights tab for a pre-built view that's ready to use with no setup required.
Flexible Dashboards
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 tab → Capacity
Access a pre-built capacity view from Insights → Capacity, filterable 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 internal vs. external resource reliance
Demand by Project Category — identify which project types require the most resources
Note: The Insights tab and Flexible Dashboards currently coexist 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 leverage the right tools to deliver more training without overloading your team.
