Get the schedule ready
You set the work. Five steps take a new company to a schedule the team can use. You don't need the Owner or installation guides.
Set the working week. Open Settings. Under Company setup, choose whether work is entered in Hours, Days or Blocks, and which days your company works. Days is the default. Every company setting
Add the people you plan for. Open Resources and select Add resource. Enter a name, set their working days and select Save. This resource now has a row on Schedule. They don't need a sign-in to be scheduled. Add people to the schedule
Add a client, a project and an activity. Use Clients, Projects and Activities in the left menu, in that order. An activity is the kind of work being booked, such as Wireframes or Build; a Project-specific one must pick its project. Prepare clients and work
Book the first work. Open Schedule and drag across some days in a person's row. The booking form is called New allocation. Choose the project and activity, then select Save. Drag the bar to move it; Undo puts it back. Make the first booking
Invite the team. Open Team & access and select Invite someone. Choose a role, enter their email and pick their row under Link to Resource, so their own work is waiting for them. Select Create invite. Invite teammates
The Getting started checklist on Schedule ticks off steps 2 to 4 as you go, in any order. If the Owner kept the example data, those steps may already be done. The example records are ordinary: delete them from Resources, Clients and Projects when you no longer need them.
Who gets which role
| Role | Can |
|---|---|
| Viewer | See the schedule and everyone's work |
| Editor | Change the schedule, people, clients, projects and time off |
| Admin | Everything an Editor can, plus invite people and set access |
Most of the team only need Viewer. Give Editor to whoever books work.
Are you an Editor? You can do steps 1 to 4. Inviting people is for an Admin or the Owner. Plan work as an Editor is your day-to-day guide.
Give someone a sign-in and a schedule row
Inviting someone lets them sign in. Adding them in Resources gives them a row on the schedule. Most people need both, and Link to Resource joins the two. Neither creates the other.
Move from a spreadsheet
There is no importer for spreadsheets or other tools. Add your people first, then clients and projects, then book only the coming weeks. Import JSON (Owner only) moves data between CapacityLens installations, not from other formats.
Go further
- Ongoing administration: a weekly check, and changes to access, working patterns and closures.
- Diagnostics: what to copy when you report a problem.
- Admin FAQ