How to Create a Capacity Dashboard Based on Hours

[Teresa Shellvin]

Hi everyone,

i've to create a capacity-based workload dashboard for the IT / HR teams. The goal is to show actual workload by hours, not task count. This should include:

Requirements

1. Pull data from multiple IT / HR projects

2. Include only active items: To Do, In Progress, In Review, Blocked

3. Workload must show:

   • Total estimated hours

   • Remaining hours

   • Logged hours (optional)

   • Percentage of capacity used (40-hour week per person)

4. Dashboard widget should show workload by hours per assignee across all boards

5. Ideally a bar chart or table showing weekly totals

6. Issues with no estimates should be flagged

7. Dashboard should auto-refresh when filters update

Question

Is this fully achievable with standard Jira Cloud dashboards, or do I need an add-on for:

• Weekly capacity

• Capacity % used

• Combined view of estimate + remaining + logged hours

• Azure-DevOps-style weekly workload charts

If an add-on is required, which one is best for capacity planning ?

Any guidance, best practices, or examples would be appreciated.

Thank you!

[Rahul_RVS]

Hi @Teresa Shellvin 

Welcome to the community !!

As suggested by Marc, for deeper insights, If you would like to try a mktplace app for tracking resource workload and capacity planning across multiple projects/boards, take a look at

Capacity Planner 

The app offers:

1. Resource Tracking and Allocation : The app allows you to monitor and track various resources by adding them as part of a template, and their work allocation across multiple projects / sprints.

2. Real-time Visualization: Provides intuitive charts, graphs to visualize resource utilization and capacity levels in real-time.

3. Full Sprint / Project Fix version Capacity and Monitoring

Mode details here

Disclaimer : I am one of the app team member

[Marlene Kegel - codefortynine]

Hi @Teresa Shellvin,

I am Marlene, product manager of Quick Filters for Jira Dashboards.

Another option to show statistics for number and estimation fields would be our app for Jira cloud.

We also provide a Bar Chart gadget, but for your case I would also recommend the statistics gadget, as you can see below.

 

To highlight all work items without estimation, you can use the Quick Filter Counts gadget. It just shows the number of work items for a specific JQL filter.  

You can check out Quick Filters for Jira Dashboards without installation  on our demo dashboars.

[Danut M _StonikByte_]

Hi @Teresa Shellvin,

Welcome to the Atlassian Community.

Unfortunately, this cannot be achieved using Jira’s native gadgets; the solution would be to search for a plugin on the Atlassian Marketplace.

If you are open to trying a plugin, our Great Gadgets app offers a Pivot Table & Pivot Chart gadget capable to display the current workload by summing-up the hours, not only by count.

You can display this as a table:

Or, as a chart (can choose from multiple chart types):

 

The gadget is very flexible and easy to configure; you can choose to split the data by additional fields, like Project for example, or to configure it as heatmap:

To achieve this, the gadget should be configured like this:

In my examples I used calculations by Remaining Estimates (hours). But you can calculate by Original Estimate or Time Spent instead.

Unfortunately, one single gadget  cannot calculate by multiple fields; but you can put 3 gadgets side-by-side (Original Estimate, Remaining Estimate and Time Spent). Or, maybe to use the Advanced Issue Filter Formula gadget (offered by the same app) instead:

This one can calculate all kind of math formulas and can color the numbers based on value ranges; but it can only display up-to 9 values. So you will need multiple gadgets. 

Very useful could be the gauge chart offered by the Issue Filter Formula gadget of the same app. 

See also https://community.atlassian.com/forums/App-Central-articles/An-effective-dashboard-for-Service-Desk-and-Customer-Support/ba-p/2360369

Hope this helps.

Danut 

[Mariia_Domska_SaaSJet]

Hi, @Teresa Shellvin 

Welcome to the Community

As others have already said, for basic workload, you can use Jira Cloud dashboards, but for full-capacity planning, you need advanced roadmaps or a third-party app. 

If you’re open to trying an AI tool for Jira, take a look at No-Code Apps Creator. This Jira app lets you build your own custom dashboard just by describing what you want in plain English. Your question already looks like an excellent prompt for AI :)

I think this AI solution will help you create something really amazing.

[Marc -Devoteam-]

HI @Teresa Shellvin 

Welcome to the community.

Your questions revolve around BI topics.

You can look at 3rd party apps to get dat into a BI tool (like PowerBI) or apps internal in Jira.

[carl]

Hey Teresa,

This is a great question, and honestly, a challenge many teams run into when they try to manage real capacity instead of just counting issues. Jira gives you some of the building blocks, but not the full picture—so I totally get why you're feeling stuck