Capacity model

How “Total Capacity” and “Consulting Capacity” are computed for every person, every period.

From working days to capacity

The chain, applied to one period (a week, month, quarter, year, …):

working_days       = Mon–Fri days in the period
holiday_days_in_wd = Zurich public holidays that fall on a working day

engagement_hours   = working_days   × 8h × FTE%
public_holiday_hours = holiday_days_in_wd × 8h × FTE%
absence_hours      = logged WFM absence entries (vacation, sick, etc.)

total_capacity     = engagement_hours
                   − public_holiday_hours
                   − absence_hours

So:

• Engagement hours is the raw expected work — every working day at 8 h, regardless of holidays or absences.
• Total Capacity is what’s actually left after the calendar (PH) and any logged absences.

Consulting Capacity

Two independent, per-staff, dated layers reduce Total Capacity down to how much of it we realistically expect to be billable:

consulting_capacity = total_capacity × (1 − overhead %) × (1 − sum(reduction rules))

• Admin overhead — defaults to 10 % for everyone. An admin can set a per-staff, dated override in Capacity Influencer → Overhead overrides (e.g. 0 % for someone who is fully billable).
• Capacity reductions — additional per-staff, dated cuts an admin adds explicitly in Capacity Influencer → Capacity reductions (e.g. for time on sales or internal projects). Rules for the same person stack additively, capped at 100 %.

There is no automatic reduction for managers or any other role — by default everyone’s Consulting Capacity is 90 % of Total Capacity (the 10 % default overhead). Managers typically end up around 70 % instead, not from a built-in role multiplier, but because Staff Admin has an ordinary capacity-reduction rule configured for them on top of the 90 % baseline — the same kind of rule anyone else could have, visible and editable in Capacity Influencer → Capacity reductions. Both layers are pro-rated by how much of the reporting period their date range covers.

Why two capacity numbers?

The two use the same green/orange/red thresholds but answer different questions: Consulting Capacity has already subtracted the admin overhead and any capacity-reduction rules, so Billable/Consulting % tells you how you did against the reduced expectation, not the raw available time — e.g. 70 % billable against a manager’s (reduced) Consulting Capacity is the same kind of “healthy” as a lower percentage against Total Capacity.

FTE %

FTE % is the staff member’s current fraction of full-time in WorkflowMax. It scales every formula above proportionally.

For the overtime report (only), the per-staff FTE history table under Staff Admin → FTE history lets an admin record the FTE that applied at each historical period — so months when David was 60 % use 60 %, not today’s 100 %.

For all the other metrics pages today’s FTE applies. Adding historic FTE everywhere is on the roadmap.