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Capacity by team member?

Grzegorz Kostecki

Hi,

We’re currently trying to improve our sprint and roadmap planning process and get better visibility into how work is spread across the team.

One challenge we’re facing is understanding whether planned items are realistically distributed among individual contributors. We’d like to identify situations where someone may be overloaded or where capacity is not being used effectively before the work is committed.

Does Advanced Roadmaps have a built-in way to review workload at the assignee level using issue estimates?

Ideally, we’re looking for a view that shows how much estimated effort each person has planned over specific days or weeks.

Accepted answers

All comments

Mary from Planyway

Hi Grzegorz,

Advanced Roadmaps does not currently support individual or per-user capacity planning. The feature was intentionally updated to focus solely on team-level and sprint-level capacity.

If you need to plan both at the individual and the team level, you can use Planyway alongside Jira.

Planyway's Workload view allows you to see each team member's assignments compared to their available capacity. Capacity is calculated based on each person's working hours and workload scheme, while also accounting for holidays, vacations, sick leave, PTO, and other days off (you can also set custom workload schemes). Overloaded people are easy to spot, and you can rebalance work on the spot by dragging tasks to another date, changing the assignee, or adjusting estimates.

capacity for jira in planyway (6).png

If someone works across multiple Jira projects, Planyway combines all of their assignments into a single workload view, so you can see their actual capacity instead of checking each board separately.

team capacity planyway.png

Hope it helps.

Best,

Mary from Planyway.

Davit Mkrtchyan - Be On Time

Hi Grzegorz @Grzegorz Kostecki -

Mary @Mary from Planyway is right that Advanced Roadmaps dropped per-user capacity on purpose - it is
team and sprint level now, and it will not give you the assignee view you are
describing. Marketplace apps fill that gap, hers is one of a few.

I would add one thing that sits underneath the tool choice, because it decides
whether any workload view actually tells you the truth.

A per-person workload chart is only as honest as three inputs, and Jira does not
enforce any of them:

- coverage of estimates. The view sums estimates by assignee. Every unestimated
issue counts as zero load. So the person who never estimates looks the LEAST busy,
when they are often the most. Before trusting any chart, check what percentage of
planned issues actually carry an estimate
- available capacity, not nominal. "100% capacity" for most tools defaults to a
full working week. Meetings, PTO, support rotation and admin eat 30-50% of that.
If you compare planned effort against a flat 40 hours, everyone looks fine right up
until they are not. Whatever tool you pick, set real available hours per person, not
the default
- assignee at plan time. Workload by assignee only works if issues are assigned
while you are still planning. If your team assigns at sprint start, the pre-commit
view you want is mostly empty. Worth checking your workflow assigns early enough to
plan against

None of this is an argument for or against any specific app - it is what makes the
app's numbers trustworthy once you have one. If estimate coverage is low or capacity
is left at default, even a good workload view will confidently show you the wrong
picture.

Happy to go deeper on the estimate-coverage part if that is where you are.

Karl from Ricksoft

Hi @Grzegorz Kostecki ,

Native Jira doesn't have a true per-person capacity view , capacity in Plans (Advanced Roadmaps) is set at the team level (velocity for Scrum teams, weekly hours for Kanban), not per individual.

The workaround people actually use in practice: create a separate "team" in Plans for each individual (1-person teams), so each person gets their own capacity setting that can be tracked independently in the same plan. It's clunky since it means managing N teams instead of 1, but it's the standard approach until Atlassian ships native per-person capacity, this has been a long-standing, frequently-requested gap in Advanced Roadmaps, so you're not missing a hidden setting.

If your team is small, honestly a lightweight spreadsheet alongside Jira might be less overhead than the 1-person-team workaround, depends how much you value having it all in one tool vs. simplicity.

Based that from their docs: https://support.atlassian.com/jira-software-cloud/docs/create-and-add-teams-in-advanced-roadmaps/

Dave

Hey @Grzegorz Kostecki

It's not an official Atlassian product, but you might want to try the Sprint Capacity Analysis application that is available for free on the Atlassian Marketplace (see https://marketplace.atlassian.com/apps/1238160/sprint-capacity-analysis )

This offers both individual capacity and team capacity planning as well as allowing you to set availability for individuals and teams and can be used effectively to achieve predictable delivery. It's used by a number of teams within Atlassian and I'd be grateful for any feedback on it (even if you don't decide to use it).

There are a bunch of other features in there as well (planning based on theme, automatic scheduling, etc)... it might be worth giving a go! Happy to answer any questions on it that you have.

Thanks,
Dave

Rahul_RVS

Hi @Grzegorz Kostecki

Welcome to the community !!

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

Capacity Planner.jpg

Monitor Work.jpg

Svitlana Samotis _Reliex_

Hi @Grzegorz Kostecki

In my experience, team-level capacity is only part of the picture. You can have enough capacity overall and still end up with an unrealistic plan because the work isn’t distributed evenly across the people with the right skills or responsibilities.

That’s why I find individual-level capacity visibility particularly important.

We actually have a Jira app called ActivityTimeline that provides this layer on top of Jira. It takes planned issues and estimates and shows them on each contributor’s timeline, together with their capacity and time off. You can look at specific days or weeks and immediately see where someone is overbooked or where capacity is still available.

CleanShot 2026-07-17 at 09.42.57@2x.png

It makes the conversation during planning much more concrete because you’re not only asking whether the team has enough capacity overall, but whether the actual distribution of work makes sense.

Danut M _StonikByte_

Hi @Grzegorz Kostecki,

Welcome to the Atlassian Community!

As Karl mentioned, Jira doesn't provide a built-in view of each person's capacity. For that, you'll most likely need an app from the Atlassian Marketplace.

If you're looking for a simple way to visualize each team member's workload (based on the sum of the estimates for their unfinished tasks), I'd recommend taking a look at the Pivot Table & Pivot Chart gadget included in our Great Gadgets app.

With this gadget you can easily generate a chart or table showing the workload of every person.

This way you can easily visualize the work assigned and determine if it is balanced or not across team members.

To get a view like this on your Jira dashboard, the gadget should be configured like this, with a filter/JQL that returns the unresolved work items.

In this example the workload is calculated as the sum of Story Points, but you can also use other fields instead, such as Remaining Estimate or Original Estimate (in hours or days).

Hope this helps. Feel free to contact our team directly at support@stonikbyte.com if you need any assistance in configuring this gadget.

Danut.

Grzegorz Kostecki

Hello Mary

Is all data synced with Jira or does your tool require manual data input?

Thank you.

Mary from Planyway

Hello Grzegorz,

Planyway uses your existing Jira issues as the foundation for resource planning, so you don’t need to duplicate work or maintain separate plans. Resource-specific settings like working hours, availability, and capacity are configured in Planyway to give you a more accurate view of team workload.

Best,
Mary

Marcel Marunowski

Hi Grzegorz,

Let me use this opportunity to address the challenge your team is currently facing.

Advanced Roadmaps does offer capacity management, but it's limited and designed primarily to work at the team and sprint level. You can assign capacity per team per sprint, and the plan will flag when a sprint is over-allocated. However, it doesn't provide a dedicated daily or weekly workload view per individual assignee, is what you're looking for.

What might be a better fit for you is a resource planning app that visualizes workload distribution at the assignee level across specific timeframes. I'd recommend checking our solution:

Team Planner – Resource Planning and Capacity Planning Here's how it fits your specific needs:

Workload per person over days/weeks you get a timeline view showing how much estimated effort (Story Points or Original Estimate) is assigned to each team member, making overloads and gaps immediately visible.
Plan before you commit drag and drop issues across users and timeframes to balance the load before the sprint starts.
Multi-project view unlike Advanced Roadmaps, you can bring issues from multiple Jira projects into a single plan for a complete picture of someone's workload.
Real-time collaboration multiple team members can work on the plan simultaneously during your planning sessions.

Team planner1.png Team planner2.png
It integrates natively with Jira Cloud and pulls in your existing issues and estimates, so there's no extra setup overhead.

You can try it free for 30 days directly from the Marketplace. If you'd like, we can also set up a short demo session through this link Book a demo to walk through how it fits your sprint planning workflow.

Hope this helps! Feel free to reach out if you have any other questions.

Best regards,
Marcel
SolDevelo Team

topfollowdl

A workload chart is only reliable if the underlying data is accurate. Three key factors matter: estimated issues, realistic team capacity, and assigning work during planning. Unestimated tasks appear as zero effort, default 40-hour capacity often ignores meetings and PTO, and late assignment leaves planning views incomplete. Regardless of the tool you use, these inputs determine whether the workload data reflects reality.

Iryna Komarnitska_SaaSJet_

Hi @Grzegorz Kostecki ,

Advanced Roadmaps provides estimate-based capacity planning, but it is primarily calculated at the team and sprint level. It assumes equal capacity across team members rather than displaying issue estimates by assignee. Atlassian documentation

Jira Premium and Enterprise also include Individual Capacity Planning, with weekly allocations by person in hours, days, or percentages. However, it uses a fixed 40-hour week and high-level allocations rather than automatically summing issue estimates by assignee.

If using a third-party app is possible, you could try Time in Status by SaaSJet. Full disclosure: I’m part of the team that develops the app.

With Pivot Mode, you can group planned work by Assignee, use Sprint as columns, and calculate the total Story Points or Original Estimate for each person. This helps reveal uneven workload before committing to a sprint.

Group 23 (1).png

The Sprint Performance Report can then show committed, added, and removed workload by assignee during active and completed sprints.

One limitation: this represents assigned workload, not personal availability such as leave or part-time schedules.

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