Managing resources is a critical part of the product management process and includes deciding which dev tasks will be included in upcoming Releases or Sprints and which ones make it in.

To bypass the tedious process of plugging these estimations into spreadsheets, Craft.io has capacity planning inbuilt into its planning section, allowing you to make smarter product decisions in the context of all available resources, even when things change unexpectedly.

Rather than restricting you to a number reporting on overall capacity, Craft.io allows you to drill down into specific parts of your business to get a deeper understanding of capacity availability.

Multi-dimensional capacity planning

This concept means you can outline capacity parameters across various dimensions of your team, e.g., front-end development teams, back-end development teams, and multiple squads.

The capacity planning view is set up like a regular table view in Craft.io, with built-in features designed to give you an instant top-level view of available resources.

Capacity Planning view

To access the new capacity planning view, simply click on Capacity Planning in the Plan section of the main navigation panel.


Once inside the view, from the top menu bar, select from the dropdown to manage capacity either by Sprint or by Release:

You can then use the top menu to define the hierarchical levels that will be included in the view, how the view will be sorted, and whether you want to apply additional filters to focus the view. For example, all active Sprints.

How to add capacity fields

You can add multiple capacity fields, to manage the entire cycle planning in Craft.io.

To add a new capacity fields (e.g., specific teams, squads, etc.) click to add a new field. Create a new 'Number' type custom field, which will be named according to the team you want to represent.
You can set a max value to the field if you would like to limit users when assigning capacity to a maximum of X person-days/weeks/hours per feature.

Tick the checkbox ‘Connect to capacity planning’ and click Save.

Note: Any of your existing 'Number type' custom fields can be linked to Capacity Planning by ticking editing the field and marking ‘Connect to capacity planning’.

Net Capacity Calculation

After adding the desired teams to the view, the next step would be to set the capacity.
There are two main ways to set the Capacity-

  1. Click the 'set' button, then enter the capacity per person, the number of people, and the buffer; Craft.io will calculate the Net Capacity for you.

  2. Click the 'set' button and manually edit the value under Net Capacity

Next, update individual items' rows according to the estimated effort from each one of the capacity fields.
As you assign estimated effort to the items within a given Sprint/Release, Craft.io automatically tallies up capacity based on your field parameters.

Note: The capacity counter will tally up all items of the Sprint/Release in use, even if they are filtered out/hidden. To remove an item from being calculated in capacity planning, either mark it as 'OUT' or move the item into a different Sprint/Release or to the Parking Lot/Backlog.

Capacity Excess Visual Indication

The Capacity Planning bar visualizes the total effort in comparison to the net capacity of the release or sprint. If the total effort is bigger than the defined capacity, then the bar is colored in red. In order to distinguish between minor excess and a significant one, the bar will be colored in dark red if the effort exceeds the capacity by more than 20%.

Capacity trade-offs

To get a fast and clear indication of how planning changes affect the Release, use the “Out/In” function to simulate these modifications if you exclude an item.

Note: Marking an item as ‘Out’ does not remove it from your Craft.io Release, it simply deducts it from the capacity calculation while you are in the capacity planning view.

After settling on the right plan, click the Apply button on the “Out/In” column to take the excluded items from the Release/Sprint to the Parking Lot (or to the Backlog if you are in Sprint view).

As is standard across Craft.io, you can customize the capacity planning view with custom fields to show precisely what you need to be able to make smarter product decisions. You can focus on specific Epics, Sprints or Releases using the filter functionality, and share your final view with LiveShare links with a click of a button.

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