Monitoring team capacity in Jira and sending alerts for over-allocation
Description: This workflow automates team capacity monitoring using Jira data to identify over-allocated team members and alert managers instantly. It ensures proactive workload management by fetching active issues, c...
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Description: This workflow automates team capacity monitoring using Jira data to identify over-allocated team members and alert managers instantly. It ensures proactive workload management by fetching active issues, calculating utilization rates, logging capacity metrics, and sending detailed email alerts when members exceed 100% capacity. It helps project managers prevent burnout, balance workloads, and maintain operational efficiency — all with zero manual tracking.
What This Workflow Does (Step-by-Step)
🟢 Manual Trigger – Start the capacity analysis manually on demand.
📋 Fetch Active Jira Issues – Retrieves all “In Progress” tasks from Jira to analyze workloads.
✅ Data Validation – Checks whether Jira returned valid data before continuing. True Path: Moves to capacity calculation. False Path: Logs query failure to error tracking sheet.
📊 Capacity Calculator – Aggregates logged hours per user and calculates utilization percentage based on an 8-hour daily capacity.
📈 Log Capacity Data to Tracking Sheet – Appends capacity metrics (Assignee, Total Hours, Utilization %, Status) to a Google Sheet for historical tracking and trend analysis.
⚠️ Over-Allocation Check – Identifies team members exceeding 100% utilization (status = “Overallocated”).