Working Capacity | DevSamurai

What is working capacity

Working capacity is the amount of time a team member is available to work on a given day.

In ProScheduler, capacity is defined through working capacity schemes. A scheme specifies the number of working hours available on each day of the week. For example, a standard full-time scheme might provide 8 hours from Monday to Friday, while a part-time scheme might provide 4 hours per day.

Working capacity by date range

In ProScheduler, working capacity can change over time; you can assign different capacity schemes to a member for different periods. Each member has a capacity timeline that records which scheme applies during each date range.

For example, Nora Baker's capacity timeline might look like this:

Nora Baker

Scheme 6h Jan 01, 2026 → Feb 28, 2026
Scheme 4h Mar 01, 2026 → May 31, 2026
Scheme 2h Jun 01, 2026 → Ongoing

This allows past, current, and future capacity to reflect the working schedule that applies to each period, rather than applying the member's latest schedule to every date.

How capacity periods work

A capacity period represents the time during which a member follows a particular capacity scheme.

Each period has a capacity scheme and a start date. It also has an end date when another period follows it. If there is no later period, the latest period can remain Ongoing until another capacity scheme takes over.

ProScheduler automatically manages the boundaries between periods. Personal capacity periods cannot overlap, and when a new period starts, the previous period is adjusted to end on the day before it. Existing future periods are also preserved when another period is added before them.

For example:

Before

Standard 8h: Jan 1 → Ongoing

New scheme starts Apr 1

Standard 8h: Jan 1 → Mar 31
Reduced 6h: Apr 1 → Ongoing

Capacity priority

For each date, ProScheduler determines a member's working capacity in the following order:

Personal capacity period → Team capacity scheme → Default capacity scheme

This means:

If the member has a personal capacity period covering that date, ProScheduler uses it.
If there is no personal period, ProScheduler uses the capacity scheme assigned to the member's team.
If neither is available, ProScheduler uses the site's default capacity scheme.

A period without a personal assignment is therefore not treated as zero capacity. The member falls back to their applicable team or default capacity instead.

Key concepts

Term	What it means
Scheme	A named set of daily hours — e.g. Scheme 4h = 4h Mon–Fri, 0h Sat/Sun. Schemes live in the Schemes tab and are reusable across members.
Period	One row in a member's timeline: "Member X is on Scheme Y from date D1 to date D2."
Timeline	All of a member's periods, shown in date order.
Ongoing	A period with no end date. It runs indefinitely, until another period takes over.
Current	The one period covering today. A member has at most one; it's tagged Current (green).
Scheduled	A period whose start date is still in the future. Tagged Scheduled (blue).
Past	A period that has already ended. Tagged Past (grey), drawn muted.
Inherited	What a member falls back to on any day they have no period of their own.
Team scheme	A scheme assigned to a whole team. It has no dates — it applies to every day on which that team's members have no personal period.
Default scheme	The one scheme flagged as the site default. Used when a member has no period and their team has no scheme. It cannot be deleted.
Gap	A stretch of days with no personal period. Not an error — those days simply use the inherited scheme.

What’s next

Creating capacity scheme: Learn how to create a capacity scheme that matches your team’s working schedule.
Editing capacity scheme: Learn how to update a capacity scheme, including its name, description, working days and hours, or assigned members.
Managing member capacity: Learn how to assign capacity schemes, schedule capacity changes for different periods, and review each member’s capacity timeline.