The Scenario
You are a delivery manager at a consulting firm. New projects are coming in and you need to decide who to staff before commitments go out. The question is simple: which team members are over-committed in the next four weeks, and which ones have capacity?
Rocketlane has all the resource allocations. But you cannot see a cross-portfolio capacity view without clicking into each project. Your workbook is blank. You need the data before your resource planning meeting in two hours.
The slow version:
- Open each project in Rocketlane, note the allocations per person
- Build a manual table in Excel, try to aggregate across projects
- Realize your totals do not add up because you missed a project
- Go back through, find the missing data
- You walk into the planning meeting with numbers you are not confident in.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI pulls all resource allocations from Rocketlane and surfaces the over-allocation problem directly.
Open the SheetXAI sidebar and type:
Export Rocketlane resource allocations for the next 30 days into the Capacity tab — one row per allocation with user, project, percentage — add a SUMIF in column G to calculate total allocation per user.
SheetXAI queries all allocations across all projects for the next thirty days, writes every row to the Capacity tab, and adds a SUMIF formula to show each person's total committed allocation. You see who is over-committed before you assign anyone new.
What You Get
Every resource allocation for the next 30 days, in the Capacity tab:
- User name — so you know who is allocated where
- Project name — so you know which project is consuming the capacity
- Allocation percentage — the committed share of each person's time
- Column G — SUMIF showing total allocation per user across all projects
The tab is the planning input. Filter column G above 100% to see who needs to be moved before new projects get staffed.
What If the Data Is Not Quite Ready
Capacity planning is never one query.
When you need total allocation per user, not individual allocation rows
One team member might have three rows across three projects. You need the aggregate.
Get all Rocketlane resource allocations for the next 30 days. Group by user name and write a summary to the Capacity Summary tab: user in column A, total allocation percentage in column B, number of active projects in column C, "OVER" or "OK" in column D.
When you want to see capacity week by week
You need to see which specific week a team member tips over 100%.
Get all Rocketlane resource allocations for the next 4 weeks. Break them down by week. Write a summary to the Weekly Capacity tab with user names in column A and one column per week showing their total allocation percentage for that week.
When you only want team members with available capacity
You are actively looking for who has room, not reviewing everyone.
Get all Rocketlane resource allocations for the next 30 days. Calculate total allocation per user. Write only users where total allocation is under 80% to the Available Capacity tab, with their total allocation percentage and current project names.
When you need to model adding a new project before you commit
A new project is coming in and you want to know what it does to the team.
Get all Rocketlane resource allocations for the next 30 days. Add a hypothetical 30% allocation for each user listed in column A of the New Project Team tab. Recalculate each user's total and write the updated totals to the What If tab, flagging anyone who would exceed 100%.
Try It
Get the 7-day free trial of SheetXAI and open a blank workbook, then ask it to pull all Rocketlane resource allocations for the next four weeks. The Rocketlane integration is included in every plan. For related workflows, see how to export all open tasks for a team health check or the Rocketlane in Excel overview.