Use Monthly Capacity in Magnifi to project your team’s capacity on a month-by-month basis.
Monthly Capacity lets you vary Productivity %, Sell Rate, Leave, and Overtime each month, providing a more detailed and flexible forecast than Annual Capacity. It builds on your Annual Capacity setup, using the same calculation but applying it across individual months.
This helps you model seasonal changes, leave patterns, or staff movements and see how capacity changes throughout the year.
Use this guide when you want to:
• Create a detailed monthly projection after setting up Annual Capacity.
• Adjust Productivity %, Sell Rate, or Leave each month to reflect seasonal or staffing changes.
• Analyse the monthly impact of staff movements on capacity hours and dollars.
• Compare monthly Capacity ($) to Projected Income ($) to assess utilisation.
• Confirm whether your monthly capacity is sufficient to meet income demand.
Monthly Capacity uses the same underlying formula as Annual Capacity, calculated for each month based on the inputs you enter.
You progress through the following tabs from left to right:
Work Hours: Enter the number of public holidays per month to calculate available work hours per employee.
Leave Hours: Enter scheduled leave (by employee) and/or unscheduled leave allowance to calculate total projected leave hours.
Sell Rate: Enter or update the Sell Rate per employee.
Productivity %: Enter Productivity % per employee.
Capacity ($): (Work Hours – Leave Hours) × Sell Rate × Productivity % × Recovery %.
The Recovery % is entered at the organisation or divisional level at the bottom of the Capacity $ tab.
Note: Monthly Capacity separates Work Hours and Leave Hours, whereas Annual Capacity reports Available Hours (Work Hours less Leave Hours).
Go to Capacity → Monthly Capacity.
You’ll see five tabs: Work Hours, Leave, Sell Rate, Productivity %, and Capacity $.
Only Direct employees appear (contractors appear if you tick Incl. Contractors).
If a cell is blank, Magnifi uses the Current value — the same value shown in Annual Capacity (Constant Inputs).
When the Monthly Calculation Basis is selected in Annual Capacity, data entered here automatically feeds back into Annual Capacity totals.
The Work Hours tab shows each employee’s standard hours after deducting public holidays.
To include paid overtime, tick Incl o/time — Magnifi applies the Overtime % from Labour Drivers → Gross Wages.
Tick Incl contractors to include contractors who are classified as Direct.
The # Working Days defaults to a Monday–Friday week and applies to all employees.
You can adjust # Working Days for specific months (e.g. shutdowns).
Enter Public Holidays manually for each month. When you roll forward, Magnifi automatically carries forward the same values entered for the prior year unless changed.
The Leave tab lets you manage both scheduled leave (entered by employee) and unscheduled leave (organisation allowance). Magnifi combines these to calculate Total Leave Hours and compares the total to your target leave % (e.g. 7.69% for four weeks per year).
Expand the Leave Hours by Employee section to view or enter scheduled leave.
Enter leave manually or import it from Xero:
• Manual: Enter the hours of scheduled leave for each employee under the relevant month.
• Import from Xero: Click Import Leave (available if employees have been imported).
Imported leave appears with a black outline; manual entries appear in yellow.
Use the Leave Type filter (Annual, Personal, or Other) to switch categories.
Entering leave by employee is optional — you can instead use only the organisation allowance.
Enter a percentage for leave that is not yet scheduled (e.g. expected annual leave still to be booked).
This percentage applies only to employees without scheduled leave for that month.
You can vary the allowance monthly to reflect seasonal trends or planned shutdowns.
Magnifi combines scheduled leave and the organisation allowance to calculate Total Leave Hours.
At the bottom of the screen, review Total Leave % vs Target Leave %.
If Total Leave % differs from the target, adjust the organisation leave % to bring it back in line.
Click Breakdown to see a detailed monthly calculation.
The Sell Rate tab lets you update employee charge-out rates month by month (e.g. rate increases).
The Current column shows the Sell Rate from Annual Capacity.
Any change appears in red to indicate it differs from the default.
Use Copy All to copy the current month’s rates across the next 12 months.
Use Copy Across (double-click the header or cell) to apply the same value to future months.
If multiple divisions exist:
• When Divisional Employee Rates is ticked under Capacity Defaults, rates are entered at the divisional level.
• When unticked, one Sell Rate applies across all divisions where that employee is allocated.
The Productivity % tab lets you adjust monthly productivity for each employee.
The Current column shows the Productivity % from Annual Capacity.
Any change appears in red to indicate an override.
Use Copy All to copy one month’s rates across the next 12 months.
Use Copy Across to copy a rate across all future months.
If an employee works across multiple divisions, the same Productivity % applies to all their divisions.
The Capacity $ tab shows the calculated monthly capacity for each employee.
Hover over a value to view the full calculation (hours, leave, productivity, recovery, and sell rate).
Use the toggle at the top to switch between Capacity $ and Capacity Hours.
The total at the bottom shows Total Capacity ($) for all Direct employees.
Magnifi applies the Recovery % (entered at the bottom of the screen) to calculate the effective capacity for the organisation.
Effective Capacity = Total Capacity × Recovery %.
At the bottom of the page, Magnifi displays total Projected Capacity ($) for each month.
Compare this to Projected Income ($) in Capacity → Capacity v Income.
If monthly capacity is lower than projected income, review Work Hours, Leave, Productivity %, or Sell Rates — or consider adjusting resources to meet demand.
Click Export → Excel to download the Monthly Capacity report.
The export includes both Capacity $ and Capacity Hours, detailed by employee and division (if applicable).
Why are some cells red?
Red indicates values that have been manually overridden from the defaults in Annual Capacity.
Can I import leave automatically?
Yes — click Import Leave at the top (available when employees have been imported from Xero). Only scheduled leave in Xero will import.
Do public holidays apply to all employees?
Yes — public holidays are applied globally across all employees.
Does Annual Capacity update automatically when I change Monthly Capacity?
Yes — when Monthly Calculation Basis is selected in Annual Capacity, any changes here flow back automatically.
How do I copy values quickly?
Use Copy Across to apply a value to future months, or Copy All to apply the same value across the next 12 months.