Operations · Workflow

Capacity & Gate Check

Runs automatically whenever a new project inquiry comes in — pulling each team member's active workload from Airtable, calculating available hours against contracted capacity, and returning a clear go/no-go signal before you ever say yes to a client.

Expected results
No overcommitted team
per workflow run
Setup time
< 1 hour
no developer needed
Tool stack
Make.com
+ Airtable, Slack
Time saved · per capacity review
Before
~1 hr
After
~5 min

Before & After Automation

Always know who has capacity
before you commit.

01Open the project tracker or spreadsheet
02List all active projects per team member
03Estimate hours remaining on each project
04Cross-reference against available hours this month
05Ping each team member on Slack to verify workload
06Wait for replies and chase non-responses
07Consolidate responses into a capacity snapshot
08Compare snapshot against the incoming project's requirements
09Approve or flag the project for discussionYou decide
Before~1 hrper capacity review
→
After~5 minper capacity review

Live Demo

Check Team Availability

Enter a team member's name and date range — see their current load, booked hours, and available capacity before committing to new work.

Team Member
Cmd+Enter to run
Capacity Report
⚡

Submit a prompt to see the workflow output here

Ready to implement this in your business?

See This Running in Your Business

Free 30-min audit · No commitment required

Linh Pham

Operations Workflow Architect

Turning chaos into systems that work

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Contact

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pdlinh.vyco@gmail.com

© 2025 Linh Pham · Based in Canada · Remote Worldwide

Use for Free

Use for Free