Moxie’s project dashboard and capacity planner help you answer three practical questions: What needs attention? When can we take on more work? and Who has room to deliver it? The system stays intentionally lightweight by planning commitments at the project level while keeping tasks as the day-to-day execution layer.
Understand the three planning surfaces
Screen | Use it to answer |
Project dashboard | Which active projects need attention across the business? |
Project Plan | How many hours are committed, who will contribute them, and when can the project fit? |
Team capacity / My capacity | What is committed for a particular week, who still has room, and which projects should each person work on? |
These screens use the same project plan, so you do not need to maintain a second schedule. Save the project-level commitment once, then use tasks to describe the actual work.
Start with the project dashboard
Go to Work → Projects and select Dashboard. This is the portfolio view for active projects belonging to active clients. Filters for client, owner, project type, and custom fields narrow the entire dashboard—not only one table.
Active projects shows the size of the visible portfolio.
Need attention highlights projects that are off track or need planning.
Task completion summarizes execution progress without turning tasks into capacity commitments.
Hours used compares tracked time with the projects’ maximum hour estimates.
Team outlook shows how much of the visible team’s available time is already committed over the coming weeks.
Use the dashboard to choose where to investigate—not as a replacement for the project workspace or capacity plan.
Interpret project health
Off track means there is a concrete problem, such as overdue unfinished work, overdue tasks, or tracked hours beyond the maximum estimate.
At risk means Moxie can see a warning condition, such as a near-term deadline with limited task completion, an estimate that is at least 85% consumed, or a capacity conflict.
Needs planning means the project is missing information needed for a useful plan, such as dates, an owner, an estimate, or capacity allocations.
Moxie always shows the reason a project needs attention. Health is deterministic—not an AI prediction—and tracked time alone cannot prove that a project is ahead or behind.
Create a capacity-backed project plan
Open a project and select Plan. The guided planner keeps setup to three decisions.
Step 1: Estimate the total project effort
Enter the maximum number of hours you expect the entire project to require. This is the same upper estimate used by the project dashboard, operational snapshot, and capacity planner. It is not a separate capacity-only estimate.
Use a realistic delivery commitment rather than a perfect forecast. If a website project is expected to require 40 hours in total, enter 40 hours even when several people will share the work.
Step 2: Assign contributor hours
Add each person who will work on the project and specify their contribution. Contributor hours should add up to the total project estimate.
Example: For a 40-hour website project, you might allocate 30 hours to a designer, 5 hours to a copywriter, and 5 hours to a developer. If two designers share the work, add a separate allocation for each person so Moxie can compare each commitment with that person’s availability.
A person can appear only once in a project plan. Their allocation represents all of their planned effort for that project.
Step 3: Find dates that fit
Choose the earliest date the project may begin and, when necessary, a finish-by date. Moxie checks each contributor’s availability and existing project commitments, then recommends the earliest project window that can fit the requested hours.
When one contributor needs a narrower work window inside the overall project, Moxie may suggest specific start and end dates for that person. For example, a designer’s work can begin in week three of a four-week project while a copywriter starts earlier. Contributor dates always remain inside the project’s overall dates.
Review the recommendation and select Save this plan to add the commitment. Finding dates does not change the project until you save.
Use Advanced only when you need direct control
Select Advanced to edit the project dates, contributor hours, and optional contributor windows directly. Leave a contributor’s dates blank when that person can work anywhere inside the overall project window; Moxie will use the project start and due dates automatically.
Use Reschedule project when the commitment stays the same but the timeline needs to move. Reschedule keeps the estimate and contributor split, removes the project’s current plan from the availability check, and finds a new window without double-counting the project.
Know what affects capacity
Capacity is based on only two inputs:
Each person’s normal availability and date-specific exceptions.
Saved project allocations within their project or contributor date windows.
Tasks do not add capacity. Task assignees, estimates, dates, dependencies, and subtasks describe execution but do not create another workload commitment. This prevents a planned project from being counted once at the project level and again through its tasks.
Tracked time does not change the plan. It is actual effort already recorded, not a signal that future committed hours should automatically disappear. Adjust or reschedule the project when the remaining commitment has materially changed.
Review Team capacity
Go to Work → Capacity. Team capacity opens in a weekly view and combines availability, planned project work, remaining room, and conflicts for the people you can see.
Project collaborator: Capacity opens directly to My capacity. Collaborators can maintain their own normal schedule and exceptions, but cannot view team capacity, change another person’s availability, plan projects, or use Fit new work.
Use the user filter to focus the KPIs and schedule on one person or a small group.
Scan each person’s available, planned, and remaining hours before promising new dates.
Review project rows to compare planned time with time actually tracked during the selected week.
Expand a project only when you need to see the active tasks assigned to that person. The tasks are context; they do not change the capacity math.
Select Open plan beside a project when its allocation or dates need to change.
Use factual signals when making decisions:
Room means availability remains after current project commitments.
Fits means the requested commitment can be distributed inside the selected window.
Over capacity means planned hours exceed the person’s available hours in that period. Moxie leaves the overload visible so it can be resolved.
Use My capacity as your weekly work hub
Select My capacity to focus on your own week. This view brings together:
Your available hours for the week.
The projects you are expected to work on and the hours planned for each.
Your remaining room or overload.
Planned versus tracked time for each project.
Assigned project tasks, available by expanding a project.
Your normal schedule and availability exceptions.
This is the best place to begin the week or answer “What should I be working on now?” The project commitment provides the big picture; expanded tasks provide the actionable work.
Keep availability realistic
Moxie starts with eight available hours Monday through Friday and zero on weekends. Edit your normal schedule when that is not your typical week. Then use exceptions for changes that apply only to specific dates.
Set a day off to zero hours.
Use a half day or custom hours for a reduced schedule.
Add extra availability when you intentionally plan to work longer.
Use a date range for a holiday, vacation, illness, or other multi-day change.
An exception replaces the normal hours for its dates; it does not create work. If an unexpected four-day absence creates an overload, add the exception first so the conflict is visible, then reschedule the affected project instead of moving many individual tasks.
Every eligible user can manage their own availability. Workspace owners and full-access users can manage anyone. A restricted user can do so when granted the team-capacity permission. Project collaborators can manage only themselves.
Test new work before committing to it
Use Fit new work on Team capacity for a quick sales or scheduling question. Enter the expected hours and contributors to see when the work could fit around current commitments.
This is a what-if helper. It does not create a project, reserve time, or save a scenario. Once the client is ready to proceed, create or open the project, build its Plan, review the authoritative recommendation, and save it.
Compare planned and tracked hours
As the team tracks time, Moxie closes the loop in two places:
Project workspace: The Operational snapshot compares total tracked time with the project estimate. Select View time by person to compare each contributor’s planned hours with their tracked hours.
Team capacity and My capacity: Project rows compare the hours planned in the selected week with the time tracked in that week.
Tracked time shows effort consumed. Use it with task progress, scope, and client commitments when deciding whether the plan needs to change.
If someone tracks time to the project without having an allocation, their actual time can still appear in the detail. Add them to the plan only when they also own part of the remaining commitment.
A simple weekly planning routine
Open the Project dashboard and review projects that are Off track, At risk, or Need planning.
Open Team capacity for the current and upcoming weeks. Resolve overloads before making new promises.
Use Fit new work while discussing potential work, then save an actual Project Plan after the work is approved.
Ask each contributor to review My capacity, expand the projects they will work on, and use the assigned tasks as their execution checklist.
Keep availability exceptions current. When a major change occurs, update availability first and reschedule the affected projects.
Review planned versus tracked time during the week. Change the plan only when the remaining commitment or delivery dates have genuinely changed.
Troubleshooting
A project does not appear in Capacity
Confirm that the project and its client are active, the project has start and due dates, and the person has a saved allocation. Completed projects and projects belonging to archived clients do not participate in active capacity.
The guided planner cannot fit the project
The requested contributor hours exceed the availability inside the allowed window. Move the earliest start earlier, extend the finish-by date, reduce the committed hours, change the contributor split, or update an availability exception only when the person can truly work those hours.
The contributor total does not match the project estimate
Adjust contributor hours until they add up to the project’s maximum estimate. The total is the project commitment; contributor allocations explain who owns it.
Changing a task does not change capacity
This is intentional. Open the project Plan to change the commitment. Use task dates and assignments to organize execution within that commitment.
Tracked time is missing or lower than expected
Confirm that time was saved against the correct project and that active timers have been completed. Visibility also depends on the viewer’s project and timesheet access.
Fit new work did not reserve the suggested dates
The helper never reserves time. Create or open the project and save its Project Plan to add the commitment to Capacity.
Related articles
Continue exploring Work