Work Capacity Schemes - Flexible Resource Planning for monday.com

Capacity schemes Per-day hours, custom schedules, part-time support

Default 8h/day Mon–Fri, 40h/week

Assignment One scheme per user, default fallback

When would I use this?

Configure capacity schemes when your team members work different hours. The default scheme assumes 8 hours/day, Monday–Friday. Create custom schemes for part-time employees, contractors, compressed work weeks (e.g., 4×10h), or any schedule that differs from the standard.

Overview

Work Capacity Schemes define how many hours per day each team member is available to work. Capacity is the number of working hours a person is available per day, as defined by their assigned scheme. The default scheme is 8 hours per day, Monday through Friday. Custom schemes support part-time schedules, compressed work weeks, and role-specific capacity profiles.

Navigate to Workspace View > Settings > Work Capacity Schemes to manage your capacity schemes.

Capacity Schemes list showing Main scheme (8.0h/day, 5 days/week) with Create New button

Default Scheme

All users without a custom assignment use the Default Scheme. This scheme reflects a standard full-time work week:

Day	Hours
Monday	8h
Tuesday	8h
Wednesday	8h
Thursday	8h
Friday	8h
Saturday	0h
Sunday	0h

Total: 40 hours/week

Note The Default Scheme cannot be deleted but can be edited. If you change the Default Scheme, all users without a custom assignment will immediately reflect the updated hours.

Common mistake Editing the Default Scheme without realizing it affects everyone. If you change the Default Scheme from 8h/day to 6h/day, every user without a custom scheme assignment will immediately show reduced capacity across the scheduler. If you only need to change hours for specific users, create a custom scheme instead.

Creating Custom Schemes

To create a custom capacity scheme:

Go to Settings > Work Capacity Schemes.
Click "New Scheme".
Enter a descriptive name (e.g., "Part-Time 4h", "4-Day Work Week").
Set hours for each day of the week using the per-day input fields.
Assign users to the scheme.

New Capacity Scheme form with scheme name, per-day hour inputs (Mon-Sun), and Set as Default option

Example Schemes

Scheme Name	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Total
Part-Time Morning	4h	4h	4h	4h	4h	0h	0h	20h/week
4-Day Work Week	10h	10h	10h	10h	0h	0h	0h	40h/week
Weekend Support	0h	0h	0h	0h	0h	8h	8h	16h/week

Example For example, you might create a "Part-Time Morning" scheme (4h Mon–Fri, 20h/week) for contractors and a "4-Day Work Week" scheme (10h Mon–Thu, 40h/week) for employees on compressed schedules.

Assigning Schemes to Users

Once you have created a capacity scheme, assign users to it so their workload calculations use the correct daily hours.

Each user can be assigned to exactly one capacity scheme.
Unassigned users fall back to the Default Scheme (8h/day, Mon–Fri unless edited).
Use the user picker within the scheme editor to assign users individually or in bulk.
Changes take effect immediately in workload calculations.

Common mistake Creating a capacity scheme but forgetting to assign users to it. The scheme has no effect until you assign team members. After creating a custom scheme, always assign the relevant users.

Best Practice Group users by work pattern. For example, assign all part-time employees to a "Part-Time" scheme and all contractors on compressed schedules to a "4-Day Week" scheme. This keeps your capacity data accurate across the scheduler.

My Account showing Work Capacity Scheme with weekly hours breakdown (Mon-Fri 8h, Sat-Sun 0h)

How Capacity Affects the Scheduler

Capacity schemes directly influence how the Resource Scheduler and Workload views display information:

Days with 0 hours capacity (non-working days) appear as striped or greyed-out columns on the scheduler.
Workload percentage is calculated as: Scheduled Hours / Available Capacity × 100%
Holidays and leave further reduce capacity on specific days, stacking with the scheme values.

Workload Percentage Color Coding

Utilization is the percentage of available capacity consumed by scheduled work (Scheduled Hours ÷ Available Capacity × 100%). The scheduler uses color coding to indicate each team member's utilization level:

Utilization	Color	Meaning
0% – 50%	Light Blue	Underloaded — significant room for more work
51% – 100%	Green	At or near capacity — healthy utilization
101% – 120%	Yellow / Orange	Near overload — approaching full capacity, consider rebalancing
> 120%	Red	Overloaded — significantly over capacity, tasks should be reassigned

Scheduler view with non-working days (weekends) greyed out and workload indicators per user

Best Practice If a user's workload looks wrong, check whether they have the correct capacity scheme assigned in Settings. Incorrect scheme assignment is the most common cause of inaccurate utilization numbers.

See it in action: Balancing your team's workload across projects