Capacity Planning feature

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1

Hi Team,

I’m looking into adopting the capacity planning feature for my team but have some questions. Is there any plans for Asana to be able to automatically retrieve what projects are assigned to team members as this would significantly optimize this feature? Additionally, would also be useful if the timelines could adjust automatically if the project owner adjusts the timeline within their project.

My team consists of over 120 members so its difficult to track everything, especially when we have the flexibility to adjust due dates etc. I understand there is also the workload view but we specifically would like to use capacity planning as it gives visibility to all projects within the team.

If there is any insights you could provide that would be very helpful!!

Thank you :slight_smile:

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Hi @emiliaxm, Great questions and they’re both things teams commonly run into when they start scaling capacity planning across a large group.

On your first question: today, Asana doesn’t automatically “pull in” all projects a team member is assigned to in a way that dynamically feeds capacity planning without setup. Capacity Planning in portfolios and workload views relies on tasks being associated through projects (and often custom fields like assignee, estimated time, or percent allocation). So for now, visibility still depends on how work is structured and connected rather than an automatic aggregation of everything a user is involved in.

On your second question about timelines adjusting automatically, Asana doesn’t currently auto-adjust downstream timelines or cross-project schedules when a project owner changes a project’s timeline. You can use dependencies and date shifting within a project to move related tasks together, but that behavior doesn’t extend across multiple projects or roll up automatically into capacity planning views.

For a team your size (120+ members), the usual best-practice setup for capacity planning is:

  • Standardizing how work is entered (consistent use of projects + custom fields like Estimated Time or Percent Allocation)
  • Ensuring all capacity-relevant work is captured in a portfolio or set of portfolios
  • Using Workload or Portfolio views as the “source of truth” for capacity rather than individual project timelines alone

Thanks for flagging both requests. I’ve shared this with our team. If you want to add your use case and upvote similar requests, you can post here: Product Feedback - Asana Forum

3

Hi Irene,

Thanks for the reply!

Quick question - I’ve been looking into the use of APIs and was wondering if you think there can be a possible workaround through that for the moment? I’m very new to this kind of approach so don’t know if it’s is viable but just another perspective on the problem :slight_smile:

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I am also working on capacity planning and have some questions. I have recorded the projects each of our team members is participating in, but am wondering if there’s custom calendaring available to be able to block out our institution’s holidays, employee vacation days, and potential leaves of absence so that we can demonstrate capacity more accurately?

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hey,

members can set out of office times on asana which automatically comes up as a grey colour block on the capacity plan. press your name in the top right corner, select out of office, and add your date ranges. if you want to block out specific dates that don’t yet have set intentions you could do the following - create a new empty project (which you can name placeholder or whatever suits), then input that project within the capacity plan to block out specific dates for members.