---
title: "Capacity Planning for Optimizing Staffing Level"
description: "The Capacity Planning report helps you to analyze gaps, anticipate demand, and optimize your staffing levels by allowing you to:"
url: "https://help.staticso2.com/activities-analytics/reporting-analytics/capacity-planning-for-optimizing-staffing-level"
---

The **Capacity Planning** report helps you to analyze gaps, anticipate demand, and optimize your staffing levels by allowing you to:

* View the upcoming capacity of a Booking Calendar.
* Compare the upcoming capacity to past demand of a Booking Calendar.

This feature is especially useful for team scheduling scenarios such as consulting, sales, healthcare, or customer success, where managing staff availability and meeting capacity is critical.

***

## How to View Upcoming Booking Calendar Capacity

[Section titled “How to View Upcoming Booking Calendar Capacity”](#how-to-view-upcoming-booking-calendar-capacity)

### Navigating to Capacity Planning

[Section titled “Navigating to Capacity Planning”](#navigating-to-capacity-planning)

1. Click **Analytics** in the left-hand navigation menu.
2. Select **Capacity Planning**.

**Capacity Planning** displays estimated available booking slots for the selected Booking Calendar. Each color-coded block represents a time frame (based on the selected View) and reflects utilization.

Hovering over a block shows detailed metrics, such as:

* Utilization percentage.
* The number of bookings made vs. the total available capacity.

Note

***

This is only an estimation of available capacity and may change depending on the actual booking times and calendar settings such as [**Workload rules**](https://help.staticso2.com/human-engagement/booking-calendars/booking-settings/booking-calendar-workload-management), [**Starting, and Buffer Times**](https://help.staticso2.com/human-engagement/booking-calendars/booking-settings/booking-calendar-timeframe-and-timeslot-preferences)

## How to Adjust the View of Capacity Planning Report

[Section titled “How to Adjust the View of Capacity Planning Report”](#how-to-adjust-the-view-of-capacity-planning-report)

### Selecting the Booking Calendar

[Section titled “Selecting the Booking Calendar”](#selecting-the-booking-calendar)

Use the **Booking Calendar** dropdown at the top of **Capacity Planning** to choose which Booking Calendar’s capacity you want to view.

### Choosing a Time Range

[Section titled “Choosing a Time Range”](#choosing-a-time-range)

Use the **View by** toggle at the top of the pane to switch between the following 2 views:

* **Day:** Shows daily capacity for the upcoming week in hourly blocks.
* **Week:** Shows weekly capacity for the upcoming month in daily blocks.

### Adjusting the Display Hours (Day View Only)

[Section titled “Adjusting the Display Hours (Day View Only)”](#adjusting-the-display-hours-day-view-only)

1. Click **Display Hours** on the left side of the pane.
2. Select the hours you want to display.
3. Click **Apply** to update the view.

Note

The display hours you select persist in your browser for future sessions.

## How to Compare Booking Calendar Capacity to Past Demand

[Section titled “How to Compare Booking Calendar Capacity to Past Demand”](#how-to-compare-booking-calendar-capacity-to-past-demand)

You can compare your upcoming booking capacity to similar historical booking data for a specific time frame. This helps you identify potential staffing gaps and adjust availability.

### Enabling the Comparison

[Section titled “Enabling the Comparison”](#enabling-the-comparison)

1. Select the **Compare with** checkbox.
2. Choose the past time range to compare, from the adjacent dropdown.
3. Click **Done** to apply the comparison.

When enabled, each block shows a comparison indicator, to help you compare past demand with current capacity.

* **Red Indicator:** **Under Capacity -** Your Booking Calendar has received **at least 20% more** meetings in the past compared to the capacity you have now.
* **Blue Indicator:** **Over Capacity** - Your Booking Calendar has received **at least 20% less** meetings in the past compared to the capacity you have now
* **No Indicator:** Your Booking Calendar has received meetings **within the 20% range** in the past compared to the capacity you have now.