How to set workload capacity limits on Monday.com
Quick Answer
Set workload capacity limits on Monday.com by accessing the Workload view, clicking on team member settings, and defining their weekly capacity hours. You can also set availability schedules and manage overallocation alerts to optimize resource management.
Prerequisites
- Admin or Owner permissions on the Monday.com workspace
- Active Monday.com Pro plan or higher
- Existing boards with team members assigned to tasks
- Understanding of your team's working hours and capacity
Step-by-Step Instructions
1
Navigate to the Workload View
Open your Monday.com workspace and select the board where you want to set capacity limits. Click on Views in the top menu, then select Workload from the dropdown. If you don't see the Workload view, click Add View and choose Workload to create it.
The Workload view is only available on Pro plans and above. Make sure your plan supports this feature.
2
Access Team Member Settings
In the Workload view, you'll see a list of team members on the left side. Click on the Settings icon (gear icon) next to a team member's name, or click directly on their name to open the capacity settings panel.
You can also access capacity settings by clicking on the three dots menu next to any team member's workload bar.
3
Set Weekly Capacity Hours
In the team member settings panel, locate the Capacity section. Enter the total number of hours per week this team member should work in the Weekly Capacity field. The default is typically 40 hours, but you can adjust this based on part-time schedules or specific role requirements.
Consider setting capacity slightly lower than actual working hours to account for meetings, breaks, and non-project work.
4
Configure Working Days and Hours
Under the Working Schedule section, select the working days for this team member by checking the appropriate boxes (Monday through Sunday). For each working day, set the Start Time and End Time using the dropdown menus. Click Apply to All Days if the schedule is consistent.
Setting accurate working hours helps Monday.com calculate realistic workload distributions and prevents scheduling conflicts.
5
Enable Capacity Alerts
Toggle on the Show overallocation alerts option to receive notifications when this team member exceeds their capacity limits. You can also enable Prevent overallocation to automatically block new task assignments that would exceed the set capacity.
Start with alerts enabled before using the prevention feature to understand your team's actual workload patterns.
6
Set Time Off and Holidays
In the same settings panel, scroll to the Time Off section. Click Add Time Off to mark vacation days, holidays, or other unavailable periods. Select the date range and add a description. This will automatically adjust capacity calculations for those periods.
Import company holidays in bulk by creating a recurring time-off schedule for standard holiday dates.
7
Apply Settings and Monitor Workload
Click Save or Apply to confirm the capacity settings. Return to the main Workload view to see the updated capacity limits reflected in the workload bars. Team members approaching or exceeding capacity will be highlighted in orange or red.
Review and adjust capacity limits monthly based on actual performance data and changing project demands.
8
Configure Board-Level Capacity Rules
Click on the Board Settings (three dots menu) in the Workload view, then select Workload Settings. Here you can set default capacity rules for new team members, choose which columns to use for effort estimation, and configure how capacity is calculated across multiple boards.
Use consistent effort estimation methods across all boards to ensure accurate capacity calculations.
Common Issues & Troubleshooting
Workload view is not available or missing
Ensure you have a Pro plan or higher and admin permissions. Go to Account Admin > Plans to verify your subscription level.
Team member capacity is not calculating correctly
Check that tasks have proper time estimates in hours and that the team member is assigned to tasks using the People column. Verify the effort column is selected in workload settings.
Overallocation alerts are not appearing
Ensure Show overallocation alerts is enabled in team member settings and that email notifications are turned on in your Profile Settings > Notifications.
Cannot modify capacity for certain team members
Only Admin and Owner roles can modify capacity limits. Check your workspace permissions under Account Admin > Users and request elevated access if needed.
Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official Monday.com website before purchasing.