How to read this· what the colors mean, where the hours come from, and what's left out
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Each cell is one person's hours for one week against their weekly capacity: under 50% of capacity, 50–85%, 85–100%, or over capacity (the colors in the key under the grid). Capacity drops pro rata for time off. Click any cell for its breakdown.
Capacity is each person's billable target (from the Billable and Utilization Rates doc): designers and PMs 85% of a 40h week, directors 60% only when they manage someone (85% otherwise). The partners flex (weighted toward Deroy, who delivers more as CD) so the studio as a whole is billable 60% of everyone's available hours. The Studio billable cards check that 60%.
This year (live): future weeks are the forecast from each project's canvas milestones and its Planning & Closing budget hours. Past weeks are what was actually logged (time tracking where someone is on it, Harvest otherwise). Planned spreads each phase's full budget across its dated window; Remaining spreads only the hours not yet logged, from this week to the phase end. Hatched cells include estimated hours for projects with no budget.
Past years (2021–2025): rebuilt from the Planning & Closing sheets (and 2019–2020 fee estimators for projects that ran into 2021) and every person's logged hours. Logged shows what each person actually worked on client projects; Planned shows what the plans scheduled, using phase dates from each project's timeline sheet where one exists and an even spread from start to end otherwise. Capacity is the capacity model's for current staff and 32h/wk (80% of 40) for everyone else.
Not counted as load: Hyperakt internal time (operations, new business, marketing), and time off, which lowers that week's capacity instead. Contractors: this year from the budgets and signed agreements; past years from the signed agreements and SOWs in Drive › Freelancer Paperwork (read nightly; until they've all been read, the Hyperakt Vendor Directory fills in), as fee ÷ $160/hr spread over each engagement's dates (• marks weeks a contractor was engaged but no fee is recorded; engagements with only one date get an 8-week window). Contractors who log in Harvest show up as people instead.
Everything refreshes every night at 2:30am from the deadlines canvases, the budgets, Harvest and time tracking.
YearHoursHoursRowsAhead
< 50% of capacity50–85%85–100%Over capacityIncludes estimated hours
Data health
Everything the model had to guess, skip, or couldn't place. Fixing these in the canvases and Planning/Closing sheets is what makes the forecast trustworthy.