How to Set User Capacity in Project Insight

User capacity defines how much working time a resource has available for project work in Project Insight.

In Project Insight, user capacity can be set globally through the Capacity and Resource Allocation Add-On, or individually by user when individual resource capacity limits are enabled.

Use this article to understand how to set user capacity, when to use global capacity settings, and how to enable user-specific capacity fields.

When to Use It

Use this guidance when:

• You need to set standard capacity for all resources.
• A user works part-time or has a reduced schedule.
• A resource has a different capacity than the workspace default.
• Resource allocation reports need to reflect realistic availability.
• You want to control Capacity Percent and Capacity Percent Max by user.
• You are configuring the Capacity and Resource Allocation Add-On.

Requirement: Capacity and Resource Allocation Add-On

To set user capacity, the Capacity and Resource Allocation Add-On must be installed.

To install or configure the add-on:

1. From the Home screen, go to Add-Ons.
2. Select Get More Add-Ons.
3. Search for Capacity.
4. Select Capacity and Resource Allocation under Project Portfolio Reporting.
5. Click Install.
6. Click Configure.

After the add-on is installed, you can configure capacity settings for the workspace.

What Are the Two Ways to Set Capacity Percent?

Project Insight gives you two options for setting Capacity Percent:

1. Set capacity globally from the Capacity and Resource Allocation configuration page.
2. Set capacity individually by user from the user profile.

By default, the option to edit individual user capacity limits is not available. You must enable that setting before capacity fields appear on individual user profiles.

How to Set Capacity Globally

Use the global capacity setting when most users should follow the same capacity rule.

1. Go to Add-Ons.
2. Open the Capacity and Resource Allocation Add-On.
3. Click Configure.
4. Review the global capacity settings.
5. Set the default Capacity Percent for resources.
6. Save your changes.

Global capacity settings are useful when your team wants one standard capacity value across the workspace.

How to Enable Individual User Capacity Limits

To set capacity for individual users, first enable individual resource capacity limits.

1. Go to Add-Ons from the Home screen.
2. Open the Capacity and Resource Allocation Add-On.
3. Click Configure.
4. Find the option to Allow Individual Resource Capacity Limits.
5. Check the box to enable it.
6. Scroll to the bottom of the page.
7. Click Save.

After this setting is enabled, additional capacity fields appear on each user profile.

How to Set Capacity for an Individual User

Once individual resource capacity limits are enabled, you can edit capacity values on a specific user profile.

1. Open the user profile.
2. Go to the user’s settings or profile edit page.
3. Find the capacity fields.
4. Update the Capacity Percent field.
5. Update the Capacity Percent Max field, if needed.
6. Save your changes.

These values apply to that specific user.

Why Don’t I See Capacity Percent on the User Profile?

If you do not see the Capacity Percent or Capacity Percent Max fields on the user profile, individual resource capacity limits may not be enabled.

By default, Project Insight does not show these fields for individual users until the setting is turned on in the Capacity and Resource Allocation Add-On configuration page.

To make the fields appear, enable Allow Individual Resource Capacity Limits in the add-on settings and save the configuration.

What Is Capacity Percent?

Capacity Percent represents the resource’s available working capacity.

For example, a full-time resource may be set to 100% capacity. A part-time resource or someone with limited availability may have a lower Capacity Percent.

Capacity Percent helps Project Insight calculate resource availability and over-allocation in capacity and resource allocation reports.

What Is Capacity Percent Max?

Capacity Percent Max defines the threshold Project Insight uses when evaluating whether a resource should be treated as over capacity.

For example, your team may decide to show warnings only when a resource exceeds 100%, 110%, or 115% of capacity, depending on how your organization manages workload.

Capacity Percent Max can help control when over-allocation warnings appear.

When Should You Use Individual Capacity Settings?

Use individual capacity settings when a specific user’s availability is different from the workspace default.

This may apply when:

• A user works part-time.
• A user has a reduced schedule.
• A user spends only part of their time on project work.
• A user has a special role or workload expectation.
• A user should have a different over-allocation threshold.
• A resource manager needs more accurate capacity reporting by person.

Best Practices

• Start with global capacity settings if most users follow the same availability model.
• Enable individual resource capacity limits only when users need different capacity values.
• Use individual capacity settings for part-time users or users with reduced availability.
• Review Capacity Percent and Capacity Percent Max before relying on resource allocation reports.
• Keep capacity settings consistent with work schedules, PTO, and utilization expectations.
• Document how your organization defines capacity so project managers interpret reports consistently.

Common Mistakes to Avoid

• Looking for capacity fields on a user profile before individual resource capacity limits are enabled.
• Assuming every user should be set to 100% capacity.
• Confusing Capacity Percent with Percent Allocation or Utilization Percent.
• Changing capacity settings without reviewing the impact on resource allocation reports.
• Setting Capacity Percent Max too high, which may hide overload risk.
• Using individual capacity settings when a global setting would be simpler and easier to maintain.

Need More Help?

If you are not sure how to set user capacity or whether to use global or individual capacity settings, contact your Project Insight administrator or Customer Success representative. You can also get more help at projectinsight.com/support.