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.
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.
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.
See who has room before you commit
A client asks if you can start next week. Instead of guessing, you open FlowQi. Real capacity per person, overbooking flagged automatically, every active project in one grid. Make promises you can keep — and spread work across the team instead of the same two names.
- Capacity per person, 4–8 weeks ahead
- All project assignments in one calendar
- Time off, public holidays and vacation automatically factored in
- Assign new work directly from the capacity view
Spread work across the team — not on the same two people
Your best people get every new project because they're reliable. That's how burnout starts. FlowQi shows workload distribution across the team, so you can route work to people with room — and grow capacity without hiring.
- Workload per person, per project, per week
- Overload in red, underbooked in amber
- Reassignment suggestions based on current availability
- Internal projects counted too, not just client work
Catch the conflict before it becomes a crisis
Two projects need the same designer on the same Wednesday. FlowQi flags the clash the moment you plan — not Tuesday afternoon when it's already on fire. Reassign, replan, or have the conversation with the client before anything breaks.
- Conflicts flagged automatically while planning
- Cross-project view so nothing disappears into a silo
- Reassign in one click — hours follow the person
- Audit trail of changes for PM reviews
Capacity planning only works when it's connected
Standalone capacity tools tell you who's free. FlowQi ties that answer to the project, the budget, the logged hours and the invoice — so planning doesn't happen in a silo.
Resources
Plan who does what across the weeks.
Projects
Allocations tied to milestones and budgets.
Time
Planned hours compared with logged hours.
Reporting
Utilization and profitability in one view.
Invoicing
Billable hours flow automatically into the invoice.
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 included as a module per user for team members who actively plan or assign work. No tiers — you pay per user, and only for those who plan. Read-only access to the capacity view is free for everyone on the platform.
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 FlowQi user gets read-only access to the capacity view — even without a paid licence on the time module. Leadership sees utilization, PMs see capacity, teams know what's coming. You only pay for users who actively plan or assign work.
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.