Free project staffing and capacity planner
Plan one row per person and let the workbook calculate total assigned hours, remaining capacity, billable utilization, over-allocation, and review status.
- No signup or email address
- Editable and printable formats
- CC0 - use it for anything
Edit it digitally or print a clean copy
Best for agencies, consultancies, project teams, and service businesses that need a shared view of planned work, leave, remaining capacity, and over-allocation.
A useful starting point, not an empty shell
- Formula-driven total planned hours, remaining capacity, utilization, and over-allocation
- Available, billable, non-billable, leave, role, project, status, and action fields
- Team summary for capacity, planned work, utilization, and people who need workload review
- Choose the planning period and add one row for each person.
- Enter available hours, billable work, non-billable work, and leave or absence.
- Review over-allocation with the people involved and rebalance the plan before treating it as committed.
Keep the template until the process needs more
A shared file can be the right tool for a new or small process. Sandtime.io becomes useful when reminders, approvals, locked records, project data, reports, and Excel exports must stay dependable across a growing team.
Questions about this free template
Is this template really free?
Yes. The editable file and printable PDF are free, require no email address, and are released under CC0 1.0. You may copy, edit, rebrand, redistribute, or use them commercially without asking permission.
Can I edit the template?
Yes. Open the Excel file in Microsoft Excel or import it into Google Sheets. Pale yellow cells are intended for input and grey cells contain calculated summaries.
Which format should I print?
Download the PDF when you need a clean paper copy. It uses high-contrast lines, safe print margins, and a layout designed for common A4 and US Letter printers.
Does this template guarantee compliance?
No. It is a general operational starting point and does not guarantee legal, payroll, tax, employment, record-retention, or labor-law compliance. Adapt it to the rules and contracts that apply to your organization.
Can I share or rebrand it?
Yes. CC0 1.0 allows you to share the original files, add your own branding, publish an adapted version, or use the template commercially without attribution.
When should a team move beyond a template?
A file works well while one person owns the process and the team can keep it current. Consider Sandtime.io when reminders, approvals, locked records, project data, reports, and reliable exports need to work together.