# Capacity Planning: Booked Work Against Crew Hours

Source: https://maito.app/workflows/compare-booked-work-to-crew-capacity

Maito turns the next weeks of booked jobs into hours needed against hours available, so you know before you promise more. Posted in Slack.

Turn the next weeks of booked jobs into hours needed against hours available, before you promise more.

[Operations](https://maito.app/workflows/team/operations) · [Home services](https://maito.app/workflows/industry/home-services) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Google Calendar
-   Microsoft 365
-   Cal.com
-   Calendly
-   [Airtable](https://maito.app/workflows/tool/airtable)

## How do you compare booked work to crew capacity?

To compare booked work to crew capacity, set a scheduled Loop. Maito reads the next weeks of jobs from your field service software and calendars, turns them into hours needed against hours available, and posts the gaps to Slack by week so you can decide before taking on more.

## How it's done today

The owner judges how busy the crew is by revenue, not by hours.

## What Maito does

1.  Pull booked jobs and standard hours
2.  Pull crew availability and time off
3.  Compare week by week
4.  Show where it's overbooked

## Example

Loop run: Monday 8:00 AM · Weekly capacity check

**Maito** (8:00 AM):

Booked hours against crew hours (5 techs, 32 usable hours each):

• Oct 19: 148 of 160  
• Oct 26: 152 of 160  
• Nov 2: **206 of 128**. Two techs are out and 3 water heater installs take 6 hours each.  
• Nov 9: 119 of 160

Overbooked by 78 hours on Nov 2.

Catch: 4 of the Nov 2 jobs were booked on Friday with promises of next week, and two are Initech and Globex maintenance, which have contract response times. Source: field service software, calendar time off and standard job hours.

**Tom** (8:09 AM):

which jobs could move without breaking a promise?

**Maito** (8:11 AM):

Three could move to Nov 9 without a stated date: the Elm St fixtures (6 hours), the Alder garage faucet (3) and the quote walkthrough prep (4). That frees 13 hours, not 78. I'd look at the rest with the customers, and I haven't moved anything.

## How to set it up

On a schedule Compare booked work to crew capacity

Ask your agent

“Every Monday at 8, compare booked jobs for the next 4 weeks with crew availability from the calendar, using our standard hours per job type, and post overloads in #ops.”

Connect calendar

-   Google Calendar
-   Microsoft 365
-   Cal.com
-   Calendly

Connect field service software

-   Jobber

Connect spreadsheet

-   Airtable
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

Maito can't know about sick days or time off that aren't on a calendar. Hours needed are only as good as your estimates.

## Questions

### Which tools does it use?

Jobber, your calendar (Google Calendar, Microsoft 365, Cal.com or Calendly) and a spreadsheet in Airtable or Microsoft 365.

### Where do job hours come from?

From the estimates on your jobs. If one has none, Maito flags it instead of guessing.

### Does it schedule anyone?

No. It reports the gap. A person changes the schedule or declines work.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fcompare-booked-work-to-crew-capacity)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)