Timether lets workspace owners and managers set planning details for each team member, such as expected weekly capacity and internal hourly cost.
These settings help teams understand availability, estimate workload, and calculate internal cost more accurately across tracked time.
Who can manage member capacity and internal costs?
Only workspace Owners and Managers can view and update member capacity and internal cost settings.
Regular Members cannot see or edit this information.
This keeps sensitive planning and cost information restricted to the people responsible for managing the workspace or team.
Setting expected weekly capacity
Expected weekly capacity is the number of hours a team member is expected to work in a typical week.
For example, a full-time team member may have an expected weekly capacity of 40 hours, while a part-time team member may have a capacity of 20 hours.
To set a member’s expected weekly capacity:
-
Go to Workspace Settings.
-
Open the Members or Team section.
-
Select the team member you want to update.
-
Enter their expected weekly capacity in hours.
-
Save your changes.
This value can help with planning, workload review, and understanding whether someone is under or over their expected capacity.
Using expected capacity for planning
Expected weekly capacity is useful when reviewing team allocation.
For example, if a team member is expected to work 40 hours per week but only tracked 18 hours, it may indicate missing time entries, reduced workload, leave, or time spent outside tracked projects.
If someone tracks more than their expected capacity, it may show overtime, heavy workload, or project pressure.
This helps owners and managers make better planning decisions.
Setting internal hourly cost
Internal hourly cost is the estimated cost of a team member’s time to the business.
This is different from the client billing rate.
For example, a project may be billed to a client at $100/hour, while the internal cost of the team member’s time may be $35/hour.
To set a member’s internal hourly cost:
-
Go to Workspace Settings.
-
Open the Members or Team section.
-
Select the team member you want to update.
-
Enter their internal hourly cost.
-
Save your changes.
Internally, Timether stores this value in cents for accuracy. For example, $35.00 is stored as 3500 cents.
Why internal cost matters
Internal cost helps owners and managers understand the real cost of tracked work.
This can be useful for:
-
Reviewing project profitability
-
Comparing billable rates against internal cost
-
Understanding team cost allocation
-
Planning future pricing
-
Estimating project margins
-
Reviewing non-billable work impact
Internal cost is mainly used for business and planning insight. It is not shown to regular members.
Internal cost is restricted
Internal hourly cost is sensitive information.
Because of this, it is only available to Owners and Managers.
Regular Members can continue tracking time and managing their own entries, but they will not see internal cost values for themselves or other team members.
This helps protect private business information while still allowing the team to track time normally.
Internal cost is saved on time entries
When a time entry is created, Timether snapshots the member’s current internal hourly cost onto that time entry.
This means the time entry keeps the internal cost that was active at the time the work was recorded.
For example, if a member’s internal cost is $35/hour today, time entries created today will keep that cost. If the member’s internal cost is later changed to $45/hour, older time entries will still keep the original $35/hour cost.
Why cost snapshotting is important
Cost snapshotting keeps historical reports accurate.
If internal costs changed every time a member’s current cost was updated, old reports and project profitability numbers could change unexpectedly.
By saving the internal cost at the time each entry is created, Timether protects historical accuracy.
This makes reports more reliable when reviewing past project margins, team costs, or billing performance.
Updating member cost or capacity
Owners and managers can update member capacity and internal cost when team details change.
For example, you may update these settings when:
-
A team member changes from part-time to full-time
-
A contractor’s rate changes
-
An employee’s cost changes
-
A member moves into a different role
-
Planning assumptions need to be updated
Changes apply to future planning and future time entries.
Existing time entries keep the internal cost that was snapshotted when they were created