This feature is currently only available for a limited audience.

What is the Leads Capacity Report?

The Leads Capacity Report provides insight into how potential projects may affect your team’s workload in the coming months. As you track and pursue new business in Monograph, this report will show a clear forecast of whether you have the staffing capacity to take on those leads, or where you may need to adjust.

Use this report to answer questions like:

What happens to our workload if we win the leads currently in our pipeline?
Do we have enough people available to support the work we’re pursuing?
Which roles are over- or under-capacity, and what should we adjust?

💡 Before You Begin

To generate an accurate capacity forecast, Monograph requires:

Current compensation hours for every active team member
A default role assigned to every active team member
At least one open lead with a completed proposal

If any of these items are missing, you will not be able to access the report.

How the Report Works

To access the Leads Capacity Report, click on the Pipeline page in the menu bar on the left-hand side of the screen. From there click on Capacity.

This report compares three things for each future month:

Team Capacity - the total number of hours available from your team, based on each person’s weekly compensation hours and assigned default roles.
Project Staffing - the hours already allocated to active projects in Staffing.
Lead Hours - the hours your team would need if you won the selected leads in the report.

This helps you understand whether the future workload is realistic or where adjustments might be needed based on different scenarios.

📚 Continue below to learn how to use the filters and table to adjust the forecast chart and decide which leads to commit to, and when.

🚨 To learn more about where the information comes from and how the math works, click here.

Different Parts of the Leads Capacity Report

Filters

At the top of the screen, use the time range filter to select the future months to analyze. The Role filter can be used to select one or more roles to focus on.

The chart will update to show capacity, project hours, and lead hours for any selected role(s), based on the time frame filter and selected leads in the table below.

Forecast Chart

The forecast chart visualizes how your staffing and lead workloads compare to available team capacity. Each month shows:

Lead Hours - hours needed if selected leads are won
Staffed Hours - hours already committed and allocated in Staffing
Capacity Hours - total hours available based on hours from compensation

Hover over any month (or the individual bars for leads, staffing, or capacity) to see a detailed breakdown of hours by role. If any role exceeds capacity in a given month, an over-capacity indicator will appear so you can quickly identify staffing risks.

Lead Selection Table

Below the forecast chart is a table of all open leads that include a lead budget/plan. Selecting the leads in the table will include them in the forecast chart. The table will include the following information:

Lead - lead name and link to the lead's overview page.
Client - client associated with the lead.
Status - current status of the lead within the pipeline.
Budget - total budget created for the lead in the lead's overview.
Win Probability - probability percentage that the lead will be won, based on the lead's status.
Start Date - planned start date based on the lead's overview page.
- Updating the start date here also updates the lead's overview page.

Additional Behaviors to Note

Only leads with budgets are included - leads without a budget won’t appear since they have no hours to forecast.
- Closed Won/Lost leads are not shown.
Start Dates can only be edited for selected leads.
- Start dates must be in the future.
- Any selected lead with a past start date will show an alert so that it can be adjusted.
Probability is based on a lead's status, but the percentage can be manually overwritten with a custom estimate (1–100%) within the lead's overview page.
By default, leads are sorted by win probability, highest first, so you can focus on the opportunities most likely to close.

Lead Win Probability

Every lead includes a win probability (%), which helps forecast the pipeline more realistically. Monograph recommends a default probability based on each lead’s status, such as:

New - 10%
Qualified - 30%
Discovery Paused - 20%
Started - 40%
Sent - 60%
Changes Requested - 80%
Proposal Paused - 30%
Disqualified - 0%

If preferred, win probability percentages can be overwritten for any open lead by using custom estimates directly from the lead's overview page. Only whole numbers from 1 to 100 can be used.

To note: Probabilities aren’t shown on closed (won and lost) leads. Archiving doesn't change the probability, as only closed leads can be archived.

CSV Export

Need to dig into the data further? You can export a CSV with the following information by clicking on "Export" in the upper-right corner of the page:

Month and Year
Lead Hours
Project Hours
Capacity Hours

This provides a quick way to run a more in-depth custom analysis, if needed.

Best Practices for Using the Report

Following the best practices below will ensure that you're able to get the most out of the Leads Capacity Report.

Add lead budgets/plans early. Even rough estimates give a clearer sense of future resourcing needs.
Review monthly during business development check-ins. The report is most valuable when used predictively, not reactively.
Use role filters to isolate bottlenecks. Specific roles may be the primary drivers of over-capacity.
Adjust start dates strategically. Even slightly adjusting lead start dates can significantly improve resourcing balance.
Revisit win probabilities regularly. Update lead statuses and win rates as conversations progress with potential clients.

How the Math Works

Use the toggle below to learn more about where the data comes from and how the math works in the Leads Capacity Report.

If needed, these calculations will help you verify the totals shown in the report.

Data and calculations

To note: only completed, future months are used to populate the report.

Hours Per Week

Comes from Compensation in every active user's Employee Profile (Staff > Directory > Select User > Compensation).

In order to access the report, all active employee profiles must have compensation details .
To find available hours per month, divide the hours per week by seven to get hours per day, and multiply that number by the number of days in the month.
- From the total, subtract any time off and overhead hours that were staffed for that month.
If someone’s weekly hours change partway through the month, break the month into sections and calculate each section separately, shown in the example below.

Default Role

Comes from the Default Role and Rate assigned to each active user's Employee Profile (Staff > Directory > Select User > Role and Billable Rate.

In order to access the report, all active employee profiles must have a default role and rate assigned.

Lead Hours

Comes from the hours entered in each lead's budget/plan in the lead's overview page.

Take the number of hours for a given role or phase and divide them by the weeks in the phase to spread the hours out evenly.

Example calculations for lead hours

Scenario: If a role is planned for 80 hours during a 7-week phase, those hours are spread evenly across all weeks in the phase.

80 hours ÷ 7 weeks ≈ 11.4 hours per week

Next, we look at how many of those phase weeks fall within each month.

For example, if 3 of the 7 weeks land in October:

11.4 hours/week × 3 weeks ≈ 34.2 hours in October

This gives you a clear monthly breakdown of how much time that role would need if the lead is won.

Staffed Hours

Comes from the hours that are allocated to team members in Staffing.

Break weekly hours into monthly totals.
- When someone is staffed on a project, their hours are assigned weekly. To show how many of those hours fall into each month, spread the weekly hours evenly across the days in that week, and then total the hours that belong to each month.

Example calculations for Staffed Hours

Scenario 1: A team member is staffed for 20 hours during the month of October.

The week has 7 days, so that’s 20 ÷ 7 = about 2.86 hours per day.
All 7 days fall inside October, so the full 20 hours count toward October’s staffed hours.

Scenario 2: A team member is staffed for 21 hours during the week of November 28–December 4.

Calculate hours per day:
- 21 ÷ 7 = 3 hours per day
Count how many days fall in each month:
- November: Nov 28, 29, 30 → 3 days
- December: Dec 1, 2, 3, 4 → 4 days
Multiply hours per day by days in each month:
- November: 3 days × 3 hours/day = 9 hours
- December: 4 days × 3 hours/day = 12 hours

📚 Looking for the Leads Revenue Forecast Report? Click here.

FAQs

Why don’t I see some of my leads?

Only open leads with a lead budget/plan appear in the report. If a lead doesn't appear as expected, reach out to our Support team for further assistance.

Why does a start-date warning appear?

A selected lead has a start date in the past. Edit the date to include it in the forecast.

Why is my report blocked?

You may be missing compensation hours, default roles, or open leads. The report will guide you through what’s needed.

Leads Capacity Report