Capacity Influencer
Three admin tools — all tabs on Staff Admin — that change how billability and capacity are computed across every metrics page:
- Billable Operations Tasks — mark WFM jobs/tasks as billable even when they aren’t flagged billable in WorkflowMax.
- Capacity Reduction Rules — reduce a person’s Consulting Capacity over a date range (sales, internal projects, etc.).
- Overhead Overrides — change the default admin-overhead percentage for a person over a date range.
Manager-only. Reached via Admin → Staff Admin, tabs “Billable ops tasks” / “Capacity reductions” / “Overhead overrides”. Changes apply retroactively to every metrics page.
Billable Operations Tasks
For each WFM job + task combination you add here, timesheet entries against that pair are treated as billable regardless of the WFM billable flag.
Add an entry — pick a job, then pick a task on that job. The job list excludes completed / cancelled / closed jobs.
Delete an entry — set the row’s Action to Delete and press
Confirm Delete.
Where it shows up — every metrics page that counts billable hours (My Metrics, Team Metrics, Team Time Entries). Applies retroactively to historic data on next page load.
Use it for: internal tooling time that’s contractually billed, pre-sales support that we charge for, or any WFM tag setup that underreports billable.
Capacity Reduction Rules
Each rule reduces one staff member’s Consulting Capacity over a date range. Reductions are pro-rated by day and stack additively (capped at 100 %).
| Field | Notes |
|---|---|
| Staff Member | Pick from the active staff list. |
| Date From / Date To | Range the reduction applies to (inclusive). |
| Reduction % | 1–100 %. |
| Reason | Free text — for your own reference. |
There is no automatic reduction for managers or any other role — add a rule explicitly if a person’s Consulting Capacity should be lower. By default (no rules, no overhead override) everyone’s Consulting Capacity is 90 % of Total Capacity — see Overhead Overrides below. Managers are the common case: they typically have a rule configured here that brings them from the 90 % default down to around 70 %, same as any other person’s reduction — it’s plain configuration, not a built-in role factor, so it’s visible and adjustable on this page rather than fixed in code.
Where it shows up — the Consulting Capacity column in My
Metrics and Team Metrics, and the Billable/Consulting % derived
metric.
Overhead Overrides
Admin overhead — non-billable time every role is assumed to carry (meetings, admin duties, etc.) — defaults to 10 % for everyone. This override changes it for one staff member over a date range.
| Field | Notes |
|---|---|
| Staff Member | Pick from the active staff list. |
| Overhead % | 0–100 %. |
| Date From / Date To | Range the override applies to. Leave a date empty for “always” (open-ended). |
| Reason | Free text — for your own reference. |
Use it to lower overhead for someone who is fully billable (e.g. 0 %), or raise it for someone who carries more non-billable duties than the default assumes. Overhead and Capacity Reduction Rules are independent layers — both apply to the same person’s Consulting Capacity if both are set.
Where it shows up — same as Capacity Reduction Rules: the Consulting Capacity column in My Metrics and Team Metrics.