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Capacity Planning Worksheet (Jobs/Day)

CapacityJobs per dayPlanning

A simple worksheet to figure out how many jobs you can actually complete per day.

For teams that are overbooking or underbooking and losing time or money.

Next: Whether you need capacity planning tools or better scheduling.

Copy/paste template

Capacity Planning Worksheet (Jobs/Day)

  • - Capacity Planning Worksheet
  • -
  • - Step 1: Track actual job times for 2 weeks
  • - - Job type: [Install/Repair/Maintenance]
  • - - Planned time: [X hours]
  • - - Actual time: [Y hours]
  • - - Notes: [What made it longer/shorter?]
  • -
  • - Step 2: Calculate average job time
  • - - Total jobs completed: [number]
  • - - Total hours worked: [hours]
  • - - Average job time: [hours per job]
  • -
  • - Step 3: Set daily capacity
  • - - Available work hours per day: [hours]
  • - - Buffer time (15-20%): [hours]
  • - - Net work hours: [hours]
  • - - Jobs per day capacity: [number]
  • -
  • - Step 4: Adjust for job mix
  • - - If 50% installs (longer) + 50% repairs (shorter): adjust capacity down by 10-15%
  • - - If mostly maintenance (shorter): adjust capacity up by 10-15%

How to customize

Replace placeholders:

  • [Name] → Customer or tech name
  • [time] → Arrival time (e.g., "2:00 PM" or "in 30 minutes")
  • [link] → Job link or tracking URL

Avoid these mistakes:

  • Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
  • Don't use confusing abbreviations or jargon
  • Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

How to use it

  1. Track actual job times for 2 weeks (not planned times, actual times).
  2. Calculate average job time across all jobs.
  3. Subtract 15-20% buffer time from available work hours.
  4. Divide net work hours by average job time to get jobs per day capacity.
  5. Adjust for job mix (installs take longer, maintenance takes shorter).
  6. Use this number when scheduling—don't book more jobs than your capacity.

Common tweaks

  • Adjust buffer time based on your area (more traffic = more buffer).
  • Separate capacity by job type if installs vs repairs have very different times.
  • Add seasonal adjustments (summer might be busier, winter might be slower).
  • Review capacity monthly and adjust based on actual performance.
Back to Scheduling Mess hub

Related guides

Guides that help with this pain:

Scheduling Chaos? A Simple System for 1-5 TechsDrive Time Reduction: Intake Fields That Matter

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