My use case is that I know the work items coming for the quarter, the effort required and the resources I have available. Currently I have a googlesheet which then collates by week or month the level of demand and the level of resource and highlights gaps or excesses, so was hoping to recreate in Monday.
It looks like a capacity planner could do the latter part, but neither resource planner nor cap manager would reflect the tasks and effort required, unless I fully recreate the effort information in some way at an assignee level in the resource planner (despite it being connected to the project)?
If I’m missing something fundamental please let me know. Likewise if its a real limitation and I’ll just stick with my googlesheet.
That’s correct, resource planner and capacity manager are not tied to tasks at all. To accomplish what you are looking for you would need to create a project object to represent each work item. That would give you a resource planner for each of your work items which would then let you allocate a person and time to that planner and thus to that work item. Then you could use a capacity manager to roll up all of your work items and view the allocation by week/month/year etc.
Please note:
This would require you to own Enterprise Edition
If you put all these work items under one portfolio object you are limited to 200 resource planners
If you spread these work items across portfolios you would need to use a “stand alone” capacity manager to show the time allocation and that “stand alone” capacity manager has a 50 planner limit.
Yeah, you’re not missing anything - monday’s Resource/Capacity Planner still doesn’t pull “effort required” directly from tasks, so you end up either duplicating the data or losing accuracy. It’s a real limitation today.
If you want something that works closer to your Google Sheet setup (actual effort logged → rolled up by week/month → compared against capacity), take a look at Time in Status for monday.com. It aggregates real working time across boards, tasks, and people, and gives you clean reports for weekly/monthly workload and bottlenecks - without having to recreate effort in multiple tools.
Super helpful if you want real capacity planning based on actual effort instead of static estimates.
