> For the complete documentation index, see [llms.txt](https://portavi.gitbook.io/portavi-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://portavi.gitbook.io/portavi-docs/tracking-delivery/capacity-planning.md).
# Capacity planning
*For PMO managers and executives.* Reach it from **Capacity** in the sidebar. Executives see the roster and the heatmap; What-if scenarios are a planning tool and stay with PMO managers.
Capacity planning works over the people your integrations have already synced; there is no separate roster to maintain.
## Who is on the roster
A person is a row because a connected tool assigns them work. Two kinds of Portavi user join them:
* **Linked accounts**: a workspace user who has been combined with a synced identity (see [Team members](/portavi-docs/settings/team-members.md#linking-a-portavi-user)). The row they already had gains the account's photo and role colour, and their profile shows their Portavi role alongside their tool work.
* **Owners**: anyone who owns an active project, programme or portfolio, listed on that basis alone. The row says what they own.
A Portavi user with neither is not on the roster. An executive with no synced work is not "unallocated"; they are simply not part of the delivery picture.
## Team members
Each row shows:
* **Open tasks**: how much is on their plate
* **Overdue tasks**: how much of it is late
* **Load band**: Over-allocated, High load, Balanced or **No load**
You can sort by any column, including load, and filter out people carrying no open work.
**Selecting a row opens the person's** [**profile**](/portavi-docs/tracking-delivery/member-profile.md)**.** The caret at the end of the row expands the row's own detail instead: their skills and a per-project breakdown of their open work.
{% hint style="info" %}
**Load counts open tasks, not projects.** Someone with one task in each of two projects is not overloaded: counting projects would flag breadth as overload, which it is not. Over-allocated starts at 15 open tasks and High load at 8; zero open tasks is its own grey **No load** band rather than the bottom of "Balanced", because a person with nothing on is either free to take work or not really on this roster, and neither is "balanced".
{% endhint %}
## Skills
Skill tags live on the person's [profile](/portavi-docs/tracking-delivery/member-profile.md#skills), where a PMO manager adds and removes them. As you type, Portavi suggests skills already used in the workspace, so your team converges on one vocabulary instead of accumulating "React", "ReactJS" and "react.js" as three separate things. The roster shows the tags read-only, and the skills filter above it searches the same vocabulary.
## Heatmap
The second tab plots members against projects.
* Select a **project** to rank people by how much of it they are carrying.
* Select a **person** to rank projects by how much of their load each represents.
* The **three dots** beside a name open that person's profile without reordering anything.
The project row stays visible as you scroll. **Reset** returns to the default ordering.
## Calendar
The Calendar tab lays the heatmap along the calendar: one row per member, one column per week, month or quarter, and the number of tasks in each cell. Switch the grain with the Weeks, Months and Quarters toggle.
The table starts at your workspace's first record and runs to today or the latest due date. Past periods show tasks completed in them, on the same violet scale as the heatmap. The current and future periods show open tasks by the day they are due, coloured with the load bands from the Team tab, so an amber or red month is the same warning as an amber or red badge. When a task has no due date of its own, the end of its sprint or phase stands in.
Two columns sit before the calendar. **Unscheduled** holds open tasks with no date at all, and **Overdue** holds open tasks whose date has passed. They are kept out of the periods so a late task does not sit beside completed work as if it were done.
## What-if scenarios
*PMO managers only.* Draft moves before committing to them: take these tasks from this person, give them to that one, and see what it does to everyone's load.
Scenarios are listed in one card; **New scenario** names a new one and opens it, and selecting a row opens that scenario. Inside, the member pickers, the move cards and the projected-impact list all show each person's avatar and current task count, and the **⋯** menu in the title renames or deletes the scenario.
Selecting a name in the projected impact opens their profile. The same project can appear in more than one move, since a real rebalancing often involves several.
Scenarios are drafts. Nothing changes in your PM tool: Portavi never writes to it. Use a scenario to decide, then make the actual moves in Jira, Asana or wherever the work lives.
