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 already allocated above 100% 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 from the UI without clicking into each project. Your sheet 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 team member
- Build a manual table in Sheets aggregating 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, and the decision gets delayed a week.
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:
Get all Rocketlane resource allocations for the next 30 days and write user name, project name, allocation percentage, start date, and end date into the 'Capacity View' sheet — flag rows where allocation exceeds 100% in column F.
SheetXAI queries all allocations across all projects for the next thirty days, writes every row to the Capacity View sheet, and flags over-allocated team members in column F. You see who is over-committed before you assign anyone new.
What You Get
Every resource allocation for the next 30 days, in one sheet:
- 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
- Start and end dates — so you can see when the allocation window opens and closes
- Column F — "OVER" where a user's total exceeds 100%, "OK" for the rest
The sheet is the planning input. Sort by user to see each person's total commitment. Sort by column F 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 just individual allocation rows
One team member might have three rows in the sheet across three projects. You need the aggregate.
Get all Rocketlane resource allocations for the next 30 days. Group them by user name and write a summary to the 'Capacity Summary' sheet: user in column A, total allocation percentage in column B, number of active projects in column C, and "OVER" or "OK" in column D based on whether the total exceeds 100%.
When you want to see capacity week by week, not as a 30-day aggregate
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 (week of May 13, May 20, May 27, June 3). Write a pivot-style summary to the 'Weekly Capacity' sheet with user names in column A and one column per week showing their total allocation percentage for that week.
When you only want to see 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' sheet, with their total allocation percentage and the names of their current projects.
When you need to model the impact of adding a new project before you commit
A new project is coming in and you want to know what it does to the team before saying yes.
Get all Rocketlane resource allocations for the next 30 days. Add a hypothetical 30% allocation for each of the users listed in column A of the 'New Project Team' sheet. Recalculate each user's total and write the updated totals to the 'What If' sheet, flagging anyone who would exceed 100% with the new project added.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, 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 Google Sheets overview.