Capacity Workload Planner

Employee Name,Department,Project,Week Start,Available Hours,Allocated Hours,Utilisation %,Allocation Check,Leave Days,Status,Notes,Capacity ID
Example Employee,Delivery,Website Redesign,2026-01-05,32,38,119,Over-allocated,3,Draft,"Allocated 38 hours against 32 available, so this week needs a trade before it can be approved.",

CREATE TABLE capacity_workload_planner (
  employee_name VARCHAR(255),
  department VARCHAR(255),
  project VARCHAR(255),
  week_start DATE NOT NULL,
  available_hours NUMERIC NOT NULL,
  allocated_hours NUMERIC NOT NULL,
  utilisation_pct NUMERIC,
  allocation_check VARCHAR(100),
  leave_days NUMERIC NOT NULL,
  status VARCHAR(100) NOT NULL,
  notes TEXT,
  capacity_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW(),
  -- Utilisation and the check are derived, so they stay nullable: zero capacity is undefined, not zero.
  CHECK (allocation_check IS NULL OR allocation_check IN ('Over-allocated', 'Within capacity', 'Under-allocated')),
  -- An over-allocated week is a finding to escalate, not a plan to sign off.
  CHECK (status <> 'Approved' OR allocation_check = 'Within capacity')
);

CREATE INDEX idx_capacity_workload_planner_status ON capacity_workload_planner (status);
CREATE INDEX idx_capacity_workload_planner_week_start ON capacity_workload_planner (week_start);

```json
{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Capacity Workload Planner",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Employee Name": { "type": "string" },
      "Department": { "type": "string" },
      "Project": { "type": "string" },
      "Week Start": { "type": "string", "format": "date" },
      "Available Hours": { "type": "number" },
      "Allocated Hours": { "type": "number" },
      "Utilisation %": { "type": "number" },
      "Allocation Check": { "type": "string" },
      "Leave Days": { "type": "number" },
      "Status": { "type": "string" },
      "Notes": { "type": "string" },
      "Capacity ID": { "type": "integer" }
  },
  "required": [
      "Week Start",
      "Available Hours",
      "Allocated Hours",
      "Leave Days",
      "Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Employee Name | Title | Use as the database title |
| Department | Text | Leave as Text |
| Project | Text | Leave as Text |
| Week Start | Date | Convert to Date |
| Available Hours | Number | Convert to Number |
| Allocated Hours | Number | Convert to Number |
| Utilisation % | Number | Convert to Number, and do not type it - it is calculated from Allocated Hours / Available Hours |
| Allocation Check | Select (add options after import) | Convert to Select, add options: "Over-allocated", "Within capacity", "Under-allocated" |
| Leave Days | Number | Convert to Number |
| Status | Select (add options after import) | Convert to Select, add options: "Draft", "Approved", "Active", "Revised", "Closed". Approved is blocked while Allocation Check is Over-allocated |
| Notes | Text | Leave as Text |
| Capacity ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays `currency`, dates stay `date`,
and anything pointing at another table stays `relation`.

## Field Reference

| # | Field | Type | SQL | JSON Schema | Notion | CSV example |
|---:|---|---|---|---|---|---|
| 1 | Employee Name | `text` | `VARCHAR(255)` | `string` | Text | `Example Employee` |
| 2 | Department | `text` | `VARCHAR(255)` | `string` | Text | `Delivery` |
| 3 | Project | `text` | `VARCHAR(255)` | `string` | Text | `Website Redesign` |
| 4 | Week Start | `date` | `DATE` | `string, format: date` | Date | `2026-01-05` |
| 5 | Available Hours | `number` | `NUMERIC` | `number` | Number | `32` |
| 6 | Allocated Hours | `number` | `NUMERIC` | `number` | Number | `38` |
| 7 | Utilisation % | `number` | `NUMERIC` | `number` | Number | `119` |
| 8 | Allocation Check | `select` | `VARCHAR(100)` | `string` | Select (add options after import) | `Over-allocated` |
| 9 | Leave Days | `number` | `NUMERIC` | `number` | Number | `3` |
| 10 | Status | `select` | `VARCHAR(100)` | `string` | Select (add options after import) | `Draft` |
| 11 | Notes | `long_text` | `TEXT` | `string` | Text | `Allocated 38 hours against 32 available, so this week needs a trade before it can be approved.` |
| 12 | Capacity ID | `id` | `SERIAL PRIMARY KEY` | `integer` | Text (preserve source ID) | `(blank)` |

## Select Options

**Allocation Check**

Calculated from `Utilisation %`, not chosen. Leave empty when `Available Hours` is 0.

**Status**

`Approved` is blocked while `Allocation Check` is `Over-allocated`.

## Relations

Link fields: none

## Examples

**Prompt**

**Context first** - one question per message, nothing already answered:

> **Q:** Weekly hours?
> **A:** 40.
>
> **Q:** How many live projects?
> **A:** Six.
>
> **Q:** Do you plan weekly?
> **A:** No, we guess.

**Recommended next step** - offered, not built:

> Plan by week, not by day, and flag over-allocation rather than trying to optimise it. Nobody acts on a daily capacity model.
>
> Workflow: People → Available hours → Allocation by week → Over-allocation flag → Rebalance
>
> Want the CSV, SQL, JSON Schema and Notion mapping for this?

## Best Practices

- Build when requested; recommend and offer a build for advice-only requests.
- One question per message. A batched intake reads as a form and gets guessed at.
- Keep display names identical across CSV and JSON; document normalized SQL identifiers.
- Use `relation` for anything that points at another table, `text` only for free text.
- Money fields are `currency`, never `text`. Dates are `date`, never free text.
- If the user requests an example row, keep it obviously fake so nobody imports it as real data.

## Limitations

- Empty template only. It does not compute payroll, tax, leave balances or KPIs.
- Notion relations need both databases imported before the link column resolves.
- Select options are a starting set. Rename them to match how the business talks.
- No automation, reminders or sync. Those need the integration layer.
- Does not schedule people or forecast revenue.
- Legal, tax and HR review is still required before this drives real decisions.

## Security & Safety Notes

- Never fill in real names, salaries, medical or banking data. Placeholders only.
- Label example rows as synthetic, and keep bank details masked.
- Local reads, generation commands, and validation are part of a requested artifact build.
  External writes, messages, provisioning, and publication require authorization for that
  action and target; existing explicit authorization does not need to be repeated.
- If sensitive data is supplied, avoid repeating unnecessary identifiers. Use only what
  the requested review needs; keep generated templates empty. Do not claim deletion
  from the conversation or service storage.
- Privacy, legal and disciplinary cases need a qualified human reviewer before anything
  is acted on.

## Common Pitfalls

- **Problem:** a static mapping is described as a completed workspace build.
  **Solution:** deliver manual mappings without a connection; claim a live change only
  after the authorized tool operation succeeds.
- **Problem:** asked all six questions in one message.
  **Solution:** ask one, wait, and drop any the first answer already covered.
- **Problem:** built a full system when one table was asked for.
  **Solution:** build what was requested; mention the parent skill separately.
- **Problem:** all four artifacts drift apart.
  **Solution:** derive all four from the field list in this file, never by hand.
- **Problem:** a week reads 80% utilisation while 38 hours sit against 32 available.
  **Solution:** a typed number disagreed with its own arithmetic, so an over-allocated week looked safe. Calculate `Utilisation %` and `Allocation Check` from the hours every time and let the approval gate block the week.
- **Problem:** Notion import shows every column as Text.
  **Solution:** that is expected. Apply the property mapping table once, after import.

## Related Skills

- [Module Catalog](https://github.com/sickn33/agentic-awesome-skills/blob/main/CATALOG.md) - find the relevant module, then read its skill.
- @people-directory - the employee master record most modules link to.
- @notification-reminder-hub - turns due dates in this module into reminders.

## Reusable Prompt