Tempo Capacity Planner vs When I Work comparison

Tempo Capacity Planner is a Jira-native resource management tool that gives managers real-time visibility into team availability, skill sets, and workload. It helps organizations assign the right people to the right tasks at the right time by providing a bird's-eye view of team bandwidth. Teams can forecast future hiring needs, identify capacity shortfalls, prevent overloading, and optimize workloads across projects. Capacity Planner integrates with Tempo Timesheets for a connected view of planned vs. actual effort.

What Tempo Capacity Planner does

• Schedules teams and individuals by project, task, and Jira issue from a single resource dashboard
• Sorts and filters resource requests by availability, role, and assigned skill sets
• Visualizes team bandwidth in real time, comparing estimated vs. actual time spent
• Prioritizes work using full-time equivalents (FTEs) to balance supply against capacity constraints
• Identifies capacity shortfalls and surfaces hiring needs before they become delivery risks
• Configures holidays, working hours, and workloads to prevent overallocation and burnout
• Supports recurring plans and plan-approval workflows for governance
• Displays Google Calendar and Microsoft 365 calendar events alongside Jira plans
• Reports planned vs. actual time when paired with Tempo Timesheets
• Pairs with the Sprint Performance Assistant Rovo agent to deepen insight into where sprint time goes, identify recurring carryover, and surface capacity optimization opportunities
• Pairs with the Timesheets Summary Analyzer Rovo agent to summarize team time allocation across projects when Timesheets is in use
• Integrates with Tempo Financial Manager and Tempo Structure PPM for capacity-aware budgets and portfolio plans

Who Tempo Capacity Planner is for

• Resource managers, PMO directors, and program managers in mid-market (100–2,000 Jira users) and enterprise (2,000+) organizations running Jira
• Professional services and consulting teams that need to fill billable hours and avoid bench time
• Engineering and IT organizations managing multi-teamed developers across competing initiatives
• Regulated industries already standardized on Jira – financial services, banking, telecom, aerospace, pharma – where Airbus, Boeing, HSBC, AstraZeneca, and Volkswagen are reference customers
• Atlassian-centric shops looking to retire spreadsheet-based resource plans without leaving the Jira workflow

What benefits should you look for in reviews?

• Multi-teaming visibility: Look for reviews and case studies that show how Capacity Planner surfaces overallocated engineers across simultaneous initiatives. Enterprise customers including Airbus, Boeing, and Volkswagen use the multi-team view to balance workloads at scale.
• Plan vs. actual with Timesheets, sharpened by Rovo: Look for reviews that quantify the gap between planned and logged hours after rolling out Capacity Planner alongside Tempo Timesheets and the Timesheets Summary Analyzer Rovo agent. The agent's team-level summaries are where capacity forecasts get refined.
• Sprint-level optimization with Sprint Performance Assistant: Look for reviews and case studies that describe using the Sprint Performance Assistant Rovo agent to identify recurring carryover, time misallocation, or capacity bottlenecks at the sprint level.
• Skill-based staffing: Look for reviews that describe assigning specialized skills — regulated pharma validation, cloud migration, security audit — to scarce engineers. Pharma customers like AstraZeneca use the skill model to protect high-stakes initiatives.

When I Work streamlines employee scheduling, time tracking, and team communication for businesses. Designed to enhance workforce management, it reduces administrative burdens and increases efficiency.

When I Work offers a comprehensive platform for managing work schedules and staff communication. It's designed to improve operational efficiency by reducing the time taken to manage employee schedules and track hours worked. The platform provides real-time updates and notifications, ensuring staff is informed and engaged, which leads to smoother operation and better workforce management.

• Employee Scheduling: Easily create and manage shifts, ensuring optimal staff coverage.
• Time Clock: Track employee hours electronically, eliminating manual time tracking.
• Communication Tools: Improve team communication through messaging and alerts.
• Mobile Access: Manage schedules and track time from anywhere with smartphone apps.
• Payroll Integration: Simplify payroll with seamless data syncing to payroll systems.

• Increased Efficiency: Automating scheduling and time tracking reduces admin tasks.
• Cost Savings: Optimized schedules and accurate time tracking minimize labor costs.
• Improved Communication: Enhanced team interaction leads to better collaboration.
• Reduced Errors: Automated processes decrease human errors in scheduling and payroll.

When I Work is widely implemented in industries such as retail and hospitality, where staffing needs frequently change and efficient scheduling is essential. It supports dynamic work environments by ensuring shifts are filled quickly and employees receive instant schedule updates.