Managing team capacity can be tough but the tasks become easier when you have monday.com. It makes tracking employee availability and workload a breeze.
Simply set up boards for teams or projects. Then you can easily see how much your team members are capable of handling. Let’s find out how you can set up the process.
Setting up the Boards to Manage Employee Capacity
The workflow I’ve used for this article is set up for a coaching business. The employer needs to know the capacity of his coaches and how many clients each can handle.
I’ll start by setting up boards, and you’ll need three main boards for this workflow:

1. The Deals Board
It’s where our sales team logs all their leads and tracks their progress. It allows them to change the status of a lead with a simple click, like assigning a hot prospect to one of our coaches.
2. Client Management Board
The board is crucial for linking our clients to the right coaches. I can’t tell you how nice it is to glance at this board and instantly see which clients an individual coach is working with this month.
3. Employee Capacity Board
This board has become an MVP for our operations. At the beginning of each month, my team and I will update this board with the number of new client onboardings each coach can handle. Throughout the month, we just check here to see if coaches have room left in their schedule to take on more client referrals.
With these three boards in monday.com, overseeing our sales pipeline, client assignments, and employee workloads is incredibly seamless.
Setting Automations for Each Board
You can set up automations for each board. Whenever a trigger is activated, the changed information will be displayed on the related board.

a. Automations on the Deals Board
One of the best parts about the Deals board is that we set it up with some handy automations. For example, when our sales team qualifies a new lead, they simply change the status to “Won.” No more manual syncing required.

Even better, we have an automation that kicks in once they assign a qualified lead to one of our coaches. As soon as a sales rep links the lead to a coach in monday.com, it automatically moves the card to the “On Boarding” category.

This last step is crucial because it activates our employee capacity tracking. Assigning a lead to a coach then triggers our custom workflow that deducts one slot from that coach’s monthly capacity on the separate Employee Capacity board.
No more double booking coaches and disappointing clients due to an overpacked schedule.
b. Automations on Client Management Board
You can set up some cool automations for the Client Management board too. For one, you set an automation for whenever a new client is assigned on the Deals board, it automatically generates a new client item on this board and links it to the appropriate coach.
It will even count how many client items each coach has and display the numbers right on their coach “group”. This is useful for both us and the individual coaches to see their current client load at a glance.

Perhaps my favorite automation though, is how new client items instantly get sorted into the correct coach’s group. As soon as a client is acquired from the lead assignment, the automation adds them to the designated coach’s column (based on their capacity and vacant slots). This saves so much manual sorting and assigning.
c. Linking to Employee Capacity Board
The key to making this all work smoothly is how the boards are connected. Once a client item is automatically generated on the Client Management board, it instantly recognizes which coach it’s assigned to. Then, it goes over to the Employee Capacity board and deducts a slot from that coach’s number.
For example, let’s say our coach Tara currently has 5 slots left this month on her capacity board. Now a new client, Heather, gets assigned to her through the Deals board process.
Then, on the Client Management board, Heather’s card will appear under Tara’s column. And Tara’s capacity on the other board will be one less than the previous number.

This real-time synchronization between boards means we never have to worry about overbooking coaches. Their actual available capacity self-adjusts any time a new client comes through.
Final Words
The streamlined workflow has made overseeing workloads a breeze. No more chasing people down to update calendars. Capacity adjusts itself in real-time as client needs and coach availability shifts.
Do you want to manage your employee capacity through monday.com? As monday.com experts, we’ve helped dozens of organizations implement it efficiently. Our guided service will help your business run smoothly. We’ll collaborate with your team to build boards, automations and integrations tailored perfectly for your needs. Contact us to discuss your desired workflow.