How to Add Capacity Planning to your monday.com Portfolio

6 minute(s)

monday.com portfolios give teams a clear way to see all their projects at a glance. But to work efficiently, it’s not enough to see the projects, you also need to see your available resources, to make sure that the timelines are realistic.

Super Planner solves this problem by bringing resource and capacity planning directly into your monday.com portfolio setup. Instead of only tracking project status, you can connect each project to resource planning data and view workload across every project in your portfolio.

The guide below details how to configure SuperPlanner in your monday.com portfolio to manage your resources and your projects all in one place.

What You’ll Get

By the end of this setup, you’ll have:

• A dedicated monday.com workspace for portfolio planning
• A main portfolio board that centralizes your projects
• A reusable project template with Super Planner configured
• Super Planner workload views inside each project
• An all-projects dashboard with a Super Planner workload widget to show workload at a glance
• A portfolio view that includes by real capacity data

This is especially useful for teams managing multiple projects at once, where project timelines and team availability need to stay aligned.

Create a Dedicated Portfolio Workspace

Start by creating a dedicated workspace in monday.com.

This workspace will act as the central place for your portfolio structure, project boards, resources, and capacity planning setup. Keeping this in one workspace helps reduce confusion as your portfolio grows and makes it easier for teams to understand where planning information lives.

Once the workspace is ready, create your main portfolio board.

• Note: Portfolio views are available on the Enterprise plan only.

This board should serve as the central location for all the projects you want to manage together. Add a portfolio to the board so you can bring your projects into one view and monitor them from a higher level.

Build Your Project Template

Next, create a new project using the standard monday.com project template.

• Pro tip: This project will become your reusable template, so it is important to configure it properly before duplicating it across your portfolio.

Inside the project board, turn off the default resource planner toggle. Then remove the default owner and resource columns from the board.

Don’t worry – you will replace those fields with a SuperPlanner column, which will become the main resource planning field for your projects.

Add and Configure SuperPlanner

After the default resource planning fields have been removed, add the SuperPlanner column to the project board.

When setting up Super Planner, select the resources you want to plan. Then map the key fields needed for capacity planning, such as the relevant dates, effort, and resource information. Effective planning depends on forecasting effort, assigning ownership, building realistic timelines, and aligning incoming work with available capacity, so make sure you map the fields thoughtfully.

This is the step that connects your project tasks to real workload data. Instead of relying only on task ownership or high-level project status, Super Planner gives you a more accurate view of how work affects team capacity.

Add the Required Super Planner Views

Once the Super Planner column is configured, add two new views to the project board:

Super Planner Workload

Use this view to see resource load across the project. It helps you understand how planned work is distributed and whether individual team members are over capacity.

This gives project managers and operations leads a clearer way to assess whether the work can actually be delivered with the resources available.

Super Planner Template Tool

The SuperPlanner template tool is necessary to duplicate the template correctly.

Because this board will become the base for future projects, the template needs to carry the right Super Planner configuration into every new project created from it.

Save the Board as a Public Template

After the Super Planner column and views are set up, save the board as a public template.

Before saving, make sure the Manage template toggle is turned off. Then save the board.

This gives your team a reusable project template that already includes the right capacity planning structure. Every new project created from this template will be ready for Super Planner workload planning from the start.

Now you’re ready to start adding projects to your portfolio.

Create an All-Projects Dashboard

Once your projects are added to your monday.com portfolio, create an all-projects dashboard.

This dashboard should include the projects from your portfolio. After the dashboard is created, add the Super Planner workload widget.

The workload widget lets you view capacity across projects instead of checking each project board separately.

This is where the setup becomes especially useful. Your portfolio no longer shows only which projects exist or what stage they are in. It also shows the resource demand behind them.

The goal of a dashboard is to combine multiple boards into a central view, helping operations leaders monitor effort, compare demand across projects, and spot cross-team bottlenecks. Adding Super Planner to your dashboard brings that same consolidated view into capacity planning.

Once everything is connected, you can use your monday.com portfolio to see:

• Which projects are active
• Which resources are assigned
• How workload is distributed
• Where team members may be overloaded
• Whether upcoming work is realistic
• How project demand affects capacity across the portfolio

This helps teams move beyond project tracking and into actual project planning.

A portfolio can tell you what is happening. Super Planner helps you understand whether your team has the capacity to make it happen.

Best Practices for Portfolio Capacity Planning in monday.com

Use one standard template for portfolio projects

A consistent template keeps your project setup clean. It also makes reporting more reliable because every project uses the same planning structure.

Keep resource fields consistent

Make sure resources, dates, and effort fields are mapped the same way across projects. Inconsistent setup will make portfolio-level capacity harder to trust.

Review workload before committing to timelines

Before finalizing deadlines, check the Super Planner workload view. This helps prevent over-allocation before it becomes a delivery issue.

Use the dashboard for regular planning reviews

The all-projects dashboard should become part of your planning rhythm. Review it weekly or before approving new project work.

Separate planned work from unconfirmed work

Capacity data is only useful when it reflects real commitments. Keep early ideas, backlog items, or unconfirmed work separate from active project plans so your workload view does not become misleading.

This aligns with internal planning guidance that emphasizes separating committed work from conceptual backlog and using guardrails to prevent incomplete tasks from consuming capacity too early.

By creating a dedicated workspace, building a reusable project template, and adding Super Planner workload visibility to your all-projects dashboard, you can manage your portfolio with a clearer view of team availability and project demand.