01
See who has room before you commit
A client asks if you can start next week. You see real capacity per person for the weeks ahead, with leave and holidays already counted, and assign the work straight from the same view.
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Capacity PlanningThe right people.
The right people.
At the right time.
Stop saying yes to new projects and figuring out afterwards who's going to deliver. FlowQi shows who has room, who's overloaded and where the next piece of work should land, before the overtime, not after.
Built for agencies running multiple client projects
Capacity chaos
Your team is busy. But with what, and who exactly?
In most agencies, overload only surfaces when a deadline slips. By then the damage is done, to the project, to the team and to the client relationship.
'Yes' now. Capacity later.
A client asks if you can start next week. You ask around, everyone says it's busy, you guess yes, and two weeks later the same two people are working 70-hour weeks.
Always the same people overloaded
Your best people get every new project because they're reliable. They burn out, and the quieter talents don't get the work they could handle just fine.
Capacity lives in someone's head
The PM knows who's free this week. Sort of. It's in a spreadsheet three days old, or nowhere at all.
Overbooking surfaces too late
You see the conflict only when two projects need the same designer on the same Wednesday. Now you get to redo the entire week.
The work
From availability to a plan that holds
Three steps, on the same team overview.
02
Spread work across the team, not on the same two people
Your best people get every new project because they are reliable, and that is how burnout starts. FlowQi shows workload per person per week, overload in red, so you can route work to whoever has room.
03
Catch the conflict before it becomes a crisis
Two projects need the same designer on the same Wednesday. FlowQi flags that clash the moment you plan, across every project, so you reassign before Tuesday afternoon is on fire.
What's included
Everything you need to plan a team
One live view of who's doing what, who's available when, and where the next piece of work should land.
📅
Live capacity view
See each team member's availability 4–8 weeks ahead. Real data from logged hours, allocations and time off, not a spreadsheet someone forgot to update.
📋
Project assignments
Assign team members to projects with hour budgets. Client and internal projects planned side by side, no hidden overload.
🚨
Overbooking alerts
Overload is flagged red the moment it appears. Reassign directly from the planner, no separate meeting needed.
📈
Utilization reports
See billable utilization per person and per team. Spot who's underbooked, who's overloaded, and where you need to hire or shift.
⏱️
Connected to time tracking
Allocations become logged hours. Logged hours become billable data. No standalone capacity tool that pretends projects don't have budgets.
👁️
Read-only for everyone
Every user can view the capacity planner, even without a paid licence. Leadership sees utilization, PMs plan work, teams know what's coming.
Pricing model
You pay for the people who track time, not for your whole team
Time & Resources is switched on per person. The rest of your team never sees it on the bill.
Basic
CRM, projects and tasks, for unlimited users
€0
free forever
Core
Roles and permissions, multiple workspaces and Hummy AI. Applies to everyone in your workspace.
+€25
per user per month
Time & Resources
For the people who track hours and get scheduled
+€25
per user per month
Billing
For the people who send invoices, alongside Time & Resources
+€15
per user per month
Four of your ten people track hours? That is 100 euros a month for those four on top of Core, and nothing extra for the other six.
Questions
Frequently asked questions about FlowQi capacity planning software
What is capacity planning software?
Capacity planning software helps teams plan who’s working on what, monitor capacity across projects and prevent overbooking. Typically with a live capacity view, project assignments, workload reports and utilization tracking. FlowQi goes further by connecting capacity planning directly to time tracking, project budgets and invoicing, so planning, executing and billing share one source of truth.
What's the difference between a capacity planning tool and capacity planning software?
In practice, the same thing, two common terms for the same category. ‘Tool’ often suggests a lighter, focused app. ‘Software’ sounds like a broader platform. FlowQi fits the second definition: a connected platform where capacity, projects, time and invoicing work as one.
What's the difference between capacity planning software and resource management software?
Very small, and in practice the terms get used interchangeably. Capacity planning leans more toward workload and team utilization, who has room, who’s overloaded. Resource management is slightly broader: managing resources during execution, including skills allocation and adjustments based on what’s actually happening. FlowQi covers both sides: workload planning and resource allocation, in the same view, not as separate modules.
What does capacity planning software like FlowQi cost?
Capacity planning is part of the Time & Resources module. CRM and projects are free for your whole team. Core is $25 per user per month for everyone in your workspace. Time & Resources ($25) and Billing ($15) are charged only for the people who use them, on top of Core. The module is assigned to the people who log hours or get scheduled; everyone else in your Core workspace sees the capacity view read-only.
How does FlowQi differ from Float or Runn?
Float and Runn are strong standalone capacity tools, but they stop at planning. FlowQi connects that planning to time tracking, project budgets and invoicing. You stop copying data between three tools and run delivery from one place.
Can I plan both client projects and internal work?
Yes. FlowQi plans client delivery and internal operations in the same workspace. Internal projects count towards capacity, just like client work, so you don’t accidentally overload your team by forgetting non-billable commitments.
Does FlowQi flag overbooking automatically?
Yes. As soon as an assignment pushes someone over their weekly capacity, FlowQi flags it red. You can reassign directly from the planner, or have the conversation with the client before it becomes a delivery problem.
Can non-users see the capacity planner?
Every user in your Core workspace gets read-only access to the capacity view, even without the Time & Resources module. Leadership sees utilisation, PMs see capacity, teams know what’s coming. You only add the module for the people who log hours or get scheduled.
Plan your team. Before Monday plans you.
See how FlowQi turns capacity from guesswork into one live, shared view, across every project, every person, every week.