Multi-Project Allocation Calculator

Map your team across projects, set role-based efficiency rates, and instantly see true effective capacity per project per sprint. Edit directly in the table.

Hours per day Sprint length days Changes update results instantly

Capacity this sprint

How to use

Each person's effective hours per project is calculated as:

Weekly hours × (Sprint days ÷ 5) × Allocation % × Efficiency rate

The efficiency rate accounts for role overhead — a lead or director spending time in reviews, planning, and stakeholder management has less heads-down capacity than their raw hours suggest. Rates are pre-filled per role but are fully editable: click the rate cell and type your own value.

Rename projects by clicking their column headers
Add or remove people and projects with the buttons below the table
Allocation % across all projects for one person should ideally total 100% — the Status column flags over- or under-allocation
Use Copy as text to paste the full table into Slack, Confluence, or a spreadsheet

Default efficiency rates by role

These are starting points based on common game studio patterns. Adjust them to match your team's reality.

Lead / Director (×0.60) — Heavy meeting load, stakeholder management, unblocking others
Senior (×0.85) — Some mentoring and review overhead
Mid (×1.00) — Baseline reference point
Junior (×0.80) — Learning curve, more frequent check-ins needed
QA Lead (×0.70) — Test planning, reporting, triage overhead
QA (×0.90) — Mostly execution with some documentation overhead
Producer (×0.50) — Primarily coordination; limited direct output capacity
Artist / Designer (×1.00) — Assumed full creative output time
Contractor (×1.00) — Assumed focused delivery, no overhead

Frequently asked questions

What's the difference between allocation and efficiency rate?

Allocation (%) is the share of someone's time nominally assigned to a project. Efficiency rate is a multiplier that discounts raw time for role overhead. A senior engineer allocated 100% to a project at 0.85× rate has 34 effective hours in a 5-day, 8h/day sprint — not 40 — because roughly 6 hours are absorbed by code reviews, planning, and ad-hoc support.

Can someone be allocated across more than 3 projects?

Yes — add as many projects as you need with the + Add project button. Keep in mind that context-switching overhead isn't fully captured by the efficiency rate alone; someone split across 4+ projects often performs worse than the numbers suggest.

What does the status indicator mean?

✓ green = total allocation is between 90–100%. ⚠ amber = under-allocated (below 80%) or close to over (95–105%). ✗ red = over 100% allocated, which means the schedule assumptions are unrealistic and need resolving before sprint planning.

Can I use this for contractors billed at different hourly rates?

The tool focuses on time capacity rather than cost. For contractors with different weekly hours, set their Hrs/Wk to reflect their actual contracted hours rather than a full-time equivalent.