Overview
Capacity Analytics gives firms complete visibility into who can take on work when new engagements come in. Filter by completed workflows, seniority, client portfolio, and exact hours required — then see a week-by-week capacity breakdown to know exactly when to start the engagement.
Use Capacity Analytics to:
Staff a new engagement with the right person — based on experience, seniority, and actual availability.
Spot overloaded team members and redistribute work before it becomes a problem.
Surface unassigned work hours so nothing slips through before you commit to more.
Give clients a confident start date, down to the week or day.
Who Can Access This Feature
Capacity Analytics is available to users with the role Admin, Owner, or Supervisor.
How to Use Capacity Analytics
Step 1: Open Capacity Analytics
Click on Analytics. Select Capacity
You'll land on the firm-wide dashboard. You can change the date range — or set a custom window — at any time.
Step 2: Review the firm-wide KPIs
At the top, you'll see aggregated metrics for your firm or selected group: available hours, total capacity, how many users are over capacity, and unassigned work hours.
Note: Unassigned work hours are tasks that exist in Levvy but haven't been assigned to anyone — for example, if a team member went on leave and their work was never reallocated. Always check this before committing to a new engagement.
Step 3: Apply filters to find the right person
Use the four filters to narrow your team to exactly who qualifies for the engagement:
Capacity: filters to users who have at least that much capacity available in the selected period. If the engagement needs 20 hours a month, set it to 20 and only qualifying staff will appear.
Workflow User has Completed: this dropdown shows your company workflows. Applying this filter pulls in anyone who has completed at least one task in that company workflow before, based on actual history in Levvy.
Groups: limits results to staff with access to a specific portfolio of clients (organized by service line, industry, or however your firm sets up groups in Levvy).
Roles: filters by seniority — useful when the engagement requires a senior associate, manager, or above.
Step 4: Check the Capacity Trend graph
Once you've filtered down to your shortlist, use the Capacity Trend graph for any user to see their availability broken down week by week.
Switch to group by daily to pinpoint an exact start date.
Step 5: Review the user's workflow breakdown
Click into any user's detail view to see every client and workflow currently assigned to them, alongside their role in each group.
This tells you two things: whether they're a realistic candidate for more work, and — if you're redistributing work from an overloaded colleague — whether they have the matching experience and seniority to absorb it.
FAQ
Who can access Capacity Analytics?
Users with the role Admin, Owner, or Supervisor.
Can I use the 'workflows completed' filter right away, or does it only track from today forward?
You can use it right away. Levvy has been saving workflow completion data since the day your firm signed up, so you can leverage your full history immediately — no waiting period required. The dropdown list shows all your company workflow templates.
Would I lose historical data if I deactivated a client workflow or archived a company workflow template?
No, Levvy keeps the historical data. Deactivating a client workflow or archiving a company workflow template doesn't erase your team's completion history — so those records will still appear in the filter. We know your processes continue to evolve.
How does Levvy know who completed a workflow before?
Levvy credits a user as having completed a workflow when two things are true: (1) they were assigned to at least one task in that workflow, and (2) they were the assignee at the time the workflow was marked as complete. So if a manager closes a task on behalf of an assignee, Levvy still credits the original assignee — not the manager.
Can I filter by a specific group rather than the whole firm?
Yes. Use the Group filter to limit results to staff with access to a specific client portfolio. This is useful when you're staffing an engagement within a particular service line or industry group.
What counts as 'unassigned work hours' in the KPI?
Unassigned work hours reflect tasks that exist in Levvy but haven't been assigned to a specific team member. This can happen when a staff member leaves or goes on leave and their work isn't reallocated. The KPI surfaces this before you commit to additional work.
Can I see capacity for individual users or only aggregated across the firm?
Both. The KPI view gives you aggregated firm-wide or group-level metrics, and the workflow breakdown lets you drill into any individual user's specific clients, workflows, and available hours.