Balance capacity across teams and portfolios.

Project Insight is project portfolio management software that gives PMO leaders real-time visibility into capacity and resource demand across people, teams, departments, programs, and portfolios. Balance workloads, forecast future needs, and determine whether your organization can take on more work.

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Real-time visibility

See portfolio-wide capacity and align resources with your highest priorities.

Visualize resource demand across projects in progress, in planning, or paused.
Dynamically tweak capacity within task lists, Kanbans, Gantt views, and reports.
Model capacity top-down or bottom-up for high-level forecasts or detailed task planning.
Align resources with your priorities from the integrative master schedule view.
Track duration and effort using global or per-project defaults.
Plan capacity for employees, contractors, and other resources such as equipment.
Include Jira and Azure DevOps work in broader capacity planning while teams keep using their preferred tools.

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WHAT-IF SCENARIOS

Plan capacity & forecast demand before assigning resources

Use placeholder resources to block out capacity by role or department.
Preload task estimates from templates to speed up planning.
Run what-if scenarios to assess the impact of project or team changes.
Forecast resource demand across portfolios and upcoming initiatives.
Set capacity targets and track utilization to support project approvals, delays, and staffing decisions.
Visualize overload risk by layering in planning-stage projects.

SUGGEST A RESOURCE

Find the right person for the work.

When you need to assign someone to a project, Project Insight helps you identify available resources who match the work you're planning.

Find resources based on availability, skills, and role.
See who has capacity before making assignments.
Reduce the time spent checking workloads and finding the right person.

DIFFERENTIATORS

What sets Project Insight apart for resource and capacity planning?

Project Insight connects schedules, planned effort, actual time, PTO, roles, skills, and work from other systems. See staffing gaps, forecast demand, and compare options before committing your team to more work.

Resource and capacity planning compared across Project Insight, Smartsheet, ClickUp, monday.com, Asana, Wrike, and Jira
Capacity planning capability	Project Insight	Smartsheet	ClickUp	monday.com	Asana	Wrike	Jira
Cross-project capacity	People, teams, departments, programs, and portfolios	Portfolio capacity in Resource Management	Workspace Workload view	Capacity manager and portfolio utilization	Portfolio capacity plans and workload	Cross-project Workload charts	Team capacity in Plans
Placeholder planning	Plan by role or department before staffing	Placeholder roles in Resource Management	Unassigned tasks in Workload	Role placeholders in Resource planner	Placeholders in capacity plans	Job-role demand in backlog	Team-level planning
Future resource demand	Forecast active and proposed work with placeholders	Future assignments and tentative projects	Scheduled tasks and time estimates	Future resource allocations	Project-level capacity allocations	Scheduled effort and backlog demand	Estimated work and future sprints
What-if planning and allocation changes	Compare staffing and schedule scenarios before committing	Scenario Planning for timelines and capacity	Adjust assignments in Workload	Adjust allocations in Capacity manager	Adjust project allocations in capacity plans	Adjust effort and assignments in Workload charts	Alternative scenarios in Plans
Workload balancing	Live capacity views, overload warnings, and reassignment	Schedule and capacity views	Capacity limits and reassignment	Resource planner and Capacity manager	Workload and project allocations	Effort-based Workload charts	Team and sprint capacity
PTO and availability	Include PTO in available capacity	Leave tracking in Resource Management	Personal Time Off in Workload	Time off in resource utilization	Time-off visibility in workload and capacity plans	Availability based on work schedules	Team capacity settings
Staffing decisions	Suggest resources using availability, roles, and skills	Roles, disciplines, and availability	Assign using workload and capacity	Filter resources by roles and skills	Allocate people using workload and capacity plans	Assignee suggestions using skills and availability	Plan staffing using team capacity
Connected delivery work	Native Jira and Azure DevOps sync into broader planning	Connector-based workflows	Jira and Azure DevOps sync integrations	Jira integration and configurable workflows	Jira task and field sync	Wrike Sync add-on	Jira work across boards and projects

Capabilities vary by product edition, add-on, and configuration. Integration availability does not automatically mean all synced data is used in capacity calculations. Comparison reviewed September 2026.

Get the Resource & Capacity Tracking
Playbook for PMO Leaders

Learn which resource data to track and connect, including availability, skills, PTO, assignments, future demand, and work across systems. Use the playbook to assess your capacity data and make more reliable staffing and project decisions.

Read the guide online

Explore the resource and capacity framework and identify the missing information and connections affecting your staffing decisions.

Read the guide

Download the playbook

Save the PDF for capacity planning, data-readiness assessments, and conversations about staffing and future project demand.

Download the PDF

Frequently asked questions

How does Project Insight help with resource and capacity planning?

Project Insight helps teams compare planned work against available people, roles, schedules, PTO, and workload across active, planning, and upcoming projects. This gives project managers, PMO leaders, and executives a clearer view of whether the organization can take on more work without overloading people.

What is the difference between resource allocation and capacity planning?

Resource allocation focuses on assigning people or roles to specific work, while capacity planning looks at whether the organization has enough available time, skills, and resources to complete current and future work. Project Insight connects both by showing assignments, workload, availability, and future demand in one place.

Can Project Insight show who is overallocated?

Yes. Project Insight can show overallocated resources using task schedules, work hours, availability, PTO, capacity settings, and resource allocation reports. Project managers can review overload risk before assigning more work and adjust assignments before workload pressure affects delivery.

How does Project Insight help prevent team burnout?

Project Insight helps reduce burnout risk by making hidden workload visible. Teams can check capacity before assigning new work, see over-allocation warnings, account for PTO, rebalance assignments, and review workload across the full portfolio before deadlines slip.

Can Project Insight forecast resource demand for future projects?

Yes. Project Insight helps teams forecast demand by including upcoming, planning-stage, paused, or proposed projects in capacity views. Leaders can see how future work may affect availability before approving new projects, shifting priorities, or changing staffing plans.

Can Project Insight plan capacity before named resources are assigned?

Yes. Project Insight supports placeholder resources so teams can plan capacity by role, department, or resource type before named team members are assigned. This helps organizations reserve future capacity and understand staffing needs earlier in project intake and approval.

Does Project Insight support what-if capacity planning?

Yes. Project Insight helps teams model the impact of new projects, shifted dates, staffing changes, or changing priorities before committing to a plan. What-if capacity planning helps leaders compare options before resource conflicts affect delivery.

How does AI help with resource planning in Project Insight?

Project Insight uses AI-assisted planning to help identify overload risk and suggest better resource options based on availability, role, skill set, and workload balance. This helps project managers assign the right people faster and reduce manual capacity analysis.

Does Project Insight account for PTO in capacity planning?

Yes. PTO can reduce a resource’s available capacity during the time they are out. Project Insight helps managers see a more accurate view of who is available and whether scheduled work may overload the remaining team.

Can Project Insight include Jira or Azure DevOps work in capacity planning?

Yes. Work from tools like Jira and Azure DevOps can roll into broader capacity planning when connected to Project Insight. This helps PMO leaders and project managers see development work, project work, and resource demand across systems instead of relying on disconnected reports.