Add meetings and activities

Meetings are the gap between the hours a team is at work and the hours it can spend on sprint work. Capacity Compass calls them activities, subtracts them from each attendee's gross capacity, and shows what is left as net.

Before you begin: You need the Administer projects permission to change plan wide activities. Anyone can change their own attendance, as described in Check your own availability.

Two kinds of activity

Both come off capacity the same way. The split exists so you can see how much of your sprint goes to standing ceremony and how much to things that simply happened.

What is there already

A new plan starts with your board's standing meetings. Out of the box that is:

Change these under Board settings and every new plan starts from your version. Editing a plan's activities never changes the board defaults, and changing a board default never rewrites a plan that already exists.

Add a repeating activity

1. Scroll to Repeating activities on the plan board.
2. Select Add.
3. Enter the activity name.
4. Enter how long one occurrence lasts and how many times it happens this sprint.
5. Select who attends.
6. Select Done.

The hours come off each attendee immediately, and the Net column in the Team panel updates.

Add a one-off activity

1. Scroll to Ad-hoc activities.
2. Select Add.
3. Enter the name and the hours it costs.
4. Select who it affects.
5. Select Done.

Edit or remove an activity

Select the edit icon beside an activity to change its name, how often it happens, or who attends. Select the delete icon to remove it, which gives every attendee their hours back.

Changes save when you select Done.

Change who attends

Not everyone attends everything, and that is usually where capacity plans go wrong.

Each activity lists its attendees with their hours. Clear someone from an activity and those hours return to their capacity.

You can also work person by person. Select Edit activities to open one person at a time and set everything they attend in a single pass. This is quicker when someone joins partway through a sprint.

Check the total

Each list shows a per person figure and a team total, and the verdict at the top of the board breaks out planned and ad-hoc hours separately.

If activities reach 30% of gross capacity, the verdict flags it. At 45% it becomes the headline finding for the plan. Both thresholds exist because a team losing nearly half its sprint to ceremony usually has not noticed.

If activities exceed someone's available hours entirely, Capacity Compass says so directly.