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Setting up a capacity portfolio

Maryse Dupuy

Hi Atlassian Community!

I am migrating my team from Asana to Jira, and I am having trouble setting up a workload/capacity portfolio.

From what I gather, I can either:

Create a Plan which shows all work assigned to Teams, with the capacity in hours for each Team.

Add a Capacity view to my Space, use a filter for each individual, but then the individual capacity is stuck at 40 hours, and the Epics don't automatically have a time value, I would need to manually add the time from each task to their parent Epic.

But what I am really looking for is a portfolio which shows workload per person, as well as their capacity in billable hours (which vary from person to person)

See examples from Asana here:

Accepted answers

Rustem Shiriiazdanov _Actonic_

Hi @Maryse Dupuy ,

@Marc -Devoteam- and @Sami Shaik have it right! Let me just add the thing that tends to trip people up when moving this kind of workload planning from Asana to Jira.

The important distinction is what you mean by billable capacity.

If Alice has 32 billable hours available next week and you want to see whether you've already assigned 28 of them, that's still forward-looking capacity planning.

If you want to know whether Alice actually logged 30 billable hours last week, that's utilisation.

Asana puts those ideas very close together in Workload, but Jira tends to split them by it's nature (hopefullt it will change soon, as Atlassian plan to implement capacity planning naturally into jira soon).

So, for the planning side, there is a slightly hacky native workaround for the fixed 40h problem. Capacity in Plans is defined per team and iteration, so for a small team you can create one-person teams:

Alice - 32h/week
Bob - 24h/week
Charlie - 36h/week

The Team field basically ends up mirroring the assignee, and the Teams list gets a bit messy, but for a small agency it's manageable. Together with estimate roll-ups, that may already give you enough of the forward-looking view without another app.

For the actual billable/utilisation side, that's where the timesheet layer Sami mentioned comes in. As a marketplace vendor representative, I would advertise for Timesheet Builder https://marketplace.atlassian.com/apps/1227537/timesheet-builder-time-tracking-worklog-reports-for-jira?hosting=cloud&tab=overview as it lets you define each person's working capacity, mark worklogs as billable/non-billable, and compare capacity with logged hours and utilisation per person. There is also a free version of the app (per-person usage, it allows people to see only their personal worklogs named "Simple Timesheet Export" https://marketplace.atlassian.com/apps/1235710/simple-timesheet-export-free-worklog-generator-for-jira?hosting=cloud&tab=overview)

The important limitation is that it doesn't turn future Jira estimates into an Asana-style workload forecast. It's much more useful for the capacity + actual utilisation side.

So in practice i'd use Plans for the forecast, timesheets for the actuals.

Not quite the single Asana view, unfortunately, but it also keeps planned hours and actually billed hours from becoming the same number. Potentially, you can also have a look into direction of the big 3rd party apps which bring the requested functionality into Jira, too, but those might be quite overwhelming for a smaller team.

All comments

Marc -Devoteam-

Hi @Maryse Dupuy

You need to use the "Plans" feature.

The space time-line is for the board and space related items only.

For more informatio, see what-is-advanced-planning

Note the Atlassian vision and working os based on team not on individuals.

Sami Shaik

Hi @Maryse Dupuy

Welcome from Asana, and @Marc -Devoteam- has pointed you at the right engine, so let me fill in the three specifics your question is really about.

First, the pain you can delete today: stop adding task time to Epics by hand. In a Plan, turn on the roll-up setting (view settings) and estimates aggregate up the hierarchy automatically, task hours roll to their Epic. That part of your Asana muscle memory has a direct Jira equivalent, it just lives in Plans rather than the space view.

Second, the honest boundary, so you do not spend weeks searching for a screen that does not exist: Jira's native capacity model is team-based per sprint or iteration, exactly as Marc says. You can group a Plan's timeline by assignee to see each person's load, and that is genuinely useful, but a per-person, person-specific capacity number (your 32h vs their 24h of billable time) is not a native concept, and the new Capacity view you found (which is brand new from this summer's release, still maturing) currently reflects that with its fixed default.

So for the per-person billable-hours portfolio itself, two practical routes:

The native approximation: one filter per person, a dashboard with time-tracking gadgets showing Σ estimated vs logged per assignee, compared against each person's billable target (which lives in your head or a Confluence table). Free, ten minutes, and honestly sufficient for a small team.
The real answer if billable capacity is a hard requirement: this is exactly what the timesheet and resource-planning category of Marketplace apps exists for, per-person capacity profiles, billable vs non-billable hours, utilization reports. If billing accuracy matters commercially, that category is where Asana-style per-person portfolios actually live in the Jira ecosystem.

One migration kindness from someone who has watched many Asana-to-Jira moves: resist rebuilding Asana's person-centric model inside Jira, the platform will fight you. Plans plus roll-ups for the portfolio, dashboards for the person view, and a timesheet app if billing is real, that combination stops hurting within a month 🙂

Rustem Shiriiazdanov _Actonic_

Hi @Maryse Dupuy ,

@Marc -Devoteam- and @Sami Shaik have it right! Let me just add the thing that tends to trip people up when moving this kind of workload planning from Asana to Jira.

The important distinction is what you mean by billable capacity.

If Alice has 32 billable hours available next week and you want to see whether you've already assigned 28 of them, that's still forward-looking capacity planning.

If you want to know whether Alice actually logged 30 billable hours last week, that's utilisation.

Alice - 32h/week
Bob - 24h/week
Charlie - 36h/week

The important limitation is that it doesn't turn future Jira estimates into an Asana-style workload forecast. It's much more useful for the capacity + actual utilisation side.

So in practice i'd use Plans for the forecast, timesheets for the actuals.

Maryse Dupuy

Thank you Sami! Very helpful

Maryse Dupuy

Thank you Rustem! This sounds promising.

Rustem Shiriiazdanov _Actonic_

You are welcome! I have found the Jira Release notes for Summer 2026 btw: What's new in Jira: Summer 2026 release. Scroll there to the "Plan smarter, automatically" part, and you will see how capacity planning built-in will look a like soon (the rollout is already in progress). There is also some info about Calculated fields being introduced, so I expect Jira OOB capacity management will look WAAAAAYYYY better by end of this month when the rollout is finished.

Melika-Everview

Welcome over from Asana, the capacity model is one of the bigger adjustments in that move, so this is a good question to work through carefully.

The A-or-B you're weighing is real, and it helps to separate what each native option is actually for:

A Plan (Advanced Roadmaps, Premium) is the closest native equivalent to a capacity portfolio. You pull multiple projects/boards into one plan, assign teams, and set each team's capacity. then the plan shows planned work against that capacity across teams on a timeline. This is the right tool if your main need is forward planning and "can these teams realistically take this on."

The thing to watch, coming from Asana specifically: Jira capacity is calculated from estimates on issues (story points or time), so a Plan's capacity view is only as good as your estimation discipline. In Asana you may have leaned on assignee workload; in Jira, if issues aren't estimated, the capacity math quietly reads everyone as fully available. So step one is really deciding your estimation basis — that decision drives whether either native option gives you trustworthy numbers.

Where Plans tends to strain is the live side — it models capacity at planning time, but doesn't show how much of it the in-flight and unplanned work is actually eating once the sprint is moving.

That live gap is what we work on at Everview (disclosure: I'm on the team). It sits on top of Jira (Jira stays your source of record) and reads your actual issues to show capacity as a live signal across teams and projects: committed load vs. real availability, updating as work moves rather than as a plan-time estimate. Since you're mid-migration, one relevant detail: it reads from Jira and Asana both, so if some teams haven't fully moved over yet, the capacity picture doesn't go blind on the half that's still in Asana.
Screenshot 2026-08-17 at 9.53.35 AM.png

On the Atlassian Marketplace if it's useful to look at: Evevrview.ai
Either way, I'd start by settling the estimation basis and trying a Plan first; that's the foundation the rest sits on.

Daria Spizheva_Reliex_

Hi @Maryse Dupuy , welcome to the Jira side! This is a very common pain point for teams coming from Asana, so here's what's possible.

With native Jira:

In Plans (Advanced Roadmaps), enable capacity management on a board-based team — this works at the Team level, as you found. A known workaround for per-person views is creating "teams of one," but it gets clunky fast for larger groups.
For Epic totals, turn on Roll-up → Estimates in your Plan's view settings — child task estimates then aggregate to the parent Epic automatically, so no manual summing needed.
The fixed 40h weekly capacity in the Space capacity view unfortunately can't be personalized per individual — that's a current platform limitation.

Where ActivityTimeline (our app) fills the gaps you described:

Individual capacity that actually varies per person — set involvement globally, per user, or even per weekday (e.g., 6h Mon–Thu, 4h Fri). Workload Schemes let you assign different schedules to whole groups, handy for part-timers or teams in different countries.
Workload per person at a glance — a color-coded indicator under each user shows workload vs. their personal capacity in hours or %, factoring in vacations, holidays, and sick leaves automatically.
Portfolio views — switch between Users, Teams, or Team-with-Users views to see individual workload and team-level capacity side by side across all projects.
Billable hours — worklog categories (Billable / Non-Billable / custom) let you plan and report on billable time specifically, per person or team.
Epics and tasks roll up naturally in reports like Resource Utilization and Planned vs Actual — no manual aggregation.

Снимок экрана 2024-09-18 в 19.32.00.png

Happy to set up a quick demo with your data if that'd help, just reach out!

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