Capacity Planning Document Template

Helps forecast and manage team workloads across multiple projects or departments.

Capacity Planning

Purpose: This document is designed to help project managers and team leaders assess current resource availability and allocate team capacity effectively across multiple projects and departments. It provides visibility into workload distribution, identifies over- or underutilization, and supports strategic planning efforts.

Team Overview

Team Name: {teamName}

Planning Period: {startDate} to {endDate}

Prepared By: {preparedBy}, {role}

Project Allocation Summary

Project Name	Department	Allocated Hours	Priority
{#projects}{projectName}	{department}	{allocatedHours}	{priority}{/projects}

Team Members’ Workload

Member Name	Role	Available Hours	Allocated Hours	Utilization (%)
{#teamMembers}{memberName}	{memberRole}	{availableHours}	{allocatedHours}	{utilization}{/teamMembers}

Utilization Insights

{#overUtilized}

Overutilized Team Members (over 100% utilization):

{memberName} – {utilization}%

{/overUtilized}

{#underUtilized}

Underutilized Team Members (under 70% utilization):

{memberName} – {utilization}%

{/underUtilized}

Capacity Risks and Mitigation

{#risks}

{riskTitle}: {riskDescription}

{/risks}

Action Plan

Immediate Steps: {immediatePlan}
Mid-Term Adjustments: {midTermPlan}
Long-Term Strategy: {longTermPlan}

Approval

Approved By: {approverName}

Date: {approvalDate}

This document template includes dynamic placeholders for automated document generation with Documentero.com. Word Template - Free download

Download Word Template (.DOCX)

Customize Template

Download the Capacity Planning template in .DOCX format. Customize it to suit your needs using your preferred editor (Word, Google Docs...).

Upload & Configure

Upload the template to Documentero - Document Generation Service, then map and configure template fields for your automated workflow.

Generate Documents

Populate templates with your data and generate Word (DOCX) or PDF documents using data collected from shareable web Forms, APIs, or Integrations.

Use Cases

Automate Capacity Planning Using Forms

collect team workload inputs via form to create weekly capacity planning report

generate project capacity plan from department heads' submitted resource requests

gather cross-functional team availability using a form to populate capacity document

collect staffing forecasts through form to produce quarterly planning summaries

build a customized team workload planner document from submitted project timelines

Generate Capacity Planning Using APIs

automatically generate capacity planning document from project management tool

create resource allocation report from API-triggered team utilization data

generate capacity plan from HR scheduling system using API integration

produce department capacity documents from centralized resource planning API

trigger auto-generation of workload forecast from time tracking tool via API

Integrations / Automations

create team capacity documents from Monday.com updates using Zapier

generate resource planning PDF from Google Sheets via Make automation

automatically build capacity plan from Asana project assignments via Zapier

use Airtable records to generate weekly team workload summaries through Zapier

generate capacity planning reports from Jira sprint data using Make workflows

Other templates in Project & Business Management

Project Status Report

DocumentDOCX

Regular summary of project progress, including updates on scope, budget, schedule, and issues.

Project Dashboard

DocumentDOCX

Provides a real-time visual overview of project KPIs, progress, and risks in one snapshot.

Project Assumptions Log

DocumentDOCX

Tracks assumptions made during planning to validate or update during project execution.

Project Initiation Checklist

DocumentDOCX

Covers all the steps required to formally start a project and prepare for planning.

Project & Business Management Templates