Airtable

Model

Plan your agency's capacity in Airtable

For agencies with recurring clients: estimate weekly workloads per team member, account for time off, and compare current commitments with one new client before promising a start date.

Your agency needs a clear view of available capacity before taking on another recurring client.

Required tools

Airtable

Nadir BOUSSETTA

Published on

LinkedIn

Airtable Template for Planning Agency Capacity

Receive the template by email

Get the guide and prompt to plan your agency's capacity in Airtable.

CONTENT

What the resource contains

What the resource contains

A two-page PDF guide covering installation, native Timeline settings and your first check.

One complete prompt to install the model in an existing or new base, with an optional synthetic demo.

Overview

Discover the result

Compare confirmed commitments with a new client's workload, by team member and by week, to spot individual overload despite spare capacity across the team.

Airtable schedule with simulated client Orion: Amélie at 112%, Hugo at 88%, and Léa at 80%.
Installation tutorial

How to use this resource?

Prerequisites

  • A paid Airtable plan and permission to create tables, fields and views.

  • An assistant connected to Airtable MCP: connection guide.

  • A test base and capacity/workload estimates in hours per week; Timeline views and utilization require manual setup.

1

Install the model

Extract the ZIP and paste all of installation-prompt.txt into your assistant connected to Airtable.

Choose an existing or new base and review the proposed additions. The assistant prepares team members, clients, allocations and time off, reusing compatible structures.

An optional synthetic demo is available for a new base.

2

Configure the planning views

Follow the PDF guide to create two Timeline views: confirmed commitments, then a comparison including the simulated client.

Set weekly workloads, each person's capacity and time off. Keep the data-check grids available to identify incomplete entries.

Keep only one client in Simulation at a time.

3

Compare before committing

Check the demo: Amélie has 22 confirmed hours, then 28 with Orion, against 25 available. Expected utilization moves from 88% to 112%.

Enter your own estimates and periods over twelve weeks. Adjust start dates or assignments; after signing, change the same client's status without copying allocations.

Check each person and extend ongoing commitments.

Created by

Nadir BOUSSETTA

Airtable & Attio Expert · Founder of HyperOps

I help businesses structure their CRM and operational tools with Airtable, Attio and AI. Simple, automated systems that teams actually adopt.

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Need a tailored solution?

This resource meets a specific need. To structure a system tailored to your processes, your tools, and your teams, let's discuss your requirements.

Talk about your need