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Capacity vs Pipeline Planner

Example prompt: "Every Friday at 4pm, pull each team member's available hours for the next four weeks from our capacity tab in Google Sheets and the hours already booked against active projects from Asana. From HubSpot, pull every open deal with an estimated start date in the next four weeks, its estimated hours, and its stage. For each of the next four weeks, calculate booked hours, expected hours (open deals weighted by stage probability), and total team capacity. Flag any week where booked plus expected exceeds capacity by 10% or more, and any week where the gap is more than 20% under. Draft a one-page planning summary in Google Docs with a per-week table and a short narrative, and post the headline numbers in #ops on Slack so the leadership team has it before the Monday standup."

The Problem

Most agencies under thirty people plan capacity in someone's head. The MD knows roughly who is busy, the project lead knows roughly what is coming, the sales lead knows roughly what is likely to close. Once a month those three views collide in a meeting and somebody discovers we have over-promised next month or that two people are about to sit idle. A weekly reconciliation between booked hours, the pipeline, and the team's actual availability is what turns surprise into planning, and it is exactly the work that nobody owns.

How GloriaMundo Solves It

We build a scheduled workflow that runs every Friday afternoon. Integration steps pull team capacity from a Google Sheet, booked hours from Asana, and open deals from HubSpot with their estimated hours and stage. A code step weights each open deal by a stage-based probability and buckets it into the week of its likely start date. The same step computes, per week, the total booked hours, the expected hours from the pipeline, and the total team capacity. A conditional step flags weeks that are over by 10% or more and weeks that are under by 20% or more. An LLM step writes a short narrative explaining where the pressure points are. An integration step saves a planning summary as a Google Doc. A final integration step posts the headline numbers in #ops on Slack ahead of Monday's standup. Glass Box preview shows the numbers and the draft narrative before the document lands and the Slack message goes out.

Example Workflow Steps

  1. Trigger (scheduled): Every Friday at 4pm.
  2. Step 1 (integration): Pull each team member's available hours for the next four weeks from the capacity tab in Google Sheets.
  3. Step 2 (integration): Pull booked hours per project per week from Asana for the same window.
  4. Step 3 (integration): Pull open deals from HubSpot with estimated start week, estimated hours, and pipeline stage.
  5. Step 4 (code): Weight each open deal by stage probability and bucket into the week of its likely start, then compute booked + expected + capacity per week.
  6. Step 5 (conditional): Flag weeks over capacity by 10%+ and weeks under capacity by 20%+.
  7. Step 6 (llm): Write a one-paragraph narrative explaining the pressure points and the slack weeks.
  8. Step 7 (integration): Save the planning summary as a Google Doc in the 'Capacity Planning' Drive folder.
  9. Step 8 (integration): Post the headline numbers and a link to the doc in #ops on Slack.

Integrations Used

  • Google Sheets — team capacity tab with weekly availability per person
  • Asana — already-booked hours per project for the planning window
  • HubSpot — open deals with estimated hours, start dates, and stage
  • Google Docs — planning summary document
  • Google Drive — summary lands in the 'Capacity Planning' folder
  • Slack — headline numbers post in #ops ahead of Monday's standup

Who This Is For

Agency operations leads, studio MDs, and consultancy partners running a team of five to thirty, who currently plan capacity in their head or in a meeting once a month, and who would rather have the maths done for them on a Friday afternoon than discover the over-booking on a Tuesday.

Time & Cost Saved

A proper capacity reconciliation across capacity sheet, Asana, and HubSpot takes a careful operations lead about 60-90 minutes a week and is therefore done irregularly. Done weekly without effort, it changes which deals we chase, when we hire, and how confidently we promise dates. For a thirty-person agency, the cost of one over-promised month is a delayed delivery and a stressed client; the cost of one under-utilised month is a five-figure margin hit. This workflow makes the weekly reconciliation a five-minute Friday review rather than the thing we mean to do and never quite do.