• AVAILABILITY
  • BOTTLENECKS
  • PROJECT STATUS
  • HUMAN ACTION

How to check team workload and capacity with your AI

Connect Productive to your AI client to turn messy time logs into a clear picture of availability. Once connected, your agent handles the data crunching.

Ask AI about this page

Short answer

How can I see if my team is over capacity?

Your AI pulls time entries and task lists to calculate how much time people are actually spending on projects. You get a breakdown of current commitments and who can take on new work.

The outcomes

What you get from the analysis

The AI processes your Productive data into these specific views.

AVAILABILITY

Identify free hands

The AI compares logged hours against project needs to show who has open slots in their schedule.

BOTTLENECKS

Spot overbooked people

It flags individuals whose logged time suggests they are hitting a ceiling, preventing burnout.

PROJECT STATUS

Track project burn

You see how much time has been consumed relative to the total task load for specific projects.

HUMAN ACTION

Manual rebalancing

The AI identifies the gaps, but you decide which tasks to move or which people to assign.

The workflow

What your AI does when the request arrives.

Your agent does the heavy lifting of scanning logs and lists so you don't have to.

  1. Gather the team

    The AI identifies everyone involved in your current projects or departments.

    list_people

  2. Pull time logs

    It gathers all recent time entries to see where the hours are actually going.

    list_time_entries

  3. Check task loads

    The agent looks at assigned tasks to understand the remaining work volume.

    list_tasks

  4. Calculate capacity

    It compares the people, their time, and their tasks to find the balance.

    list_peoplelist_time_entrieslist_tasks

Try it

Copy these to start.

Use these prompts to get immediate answers from your agent.

Starting points

Swap out the bracketed names for your actual project or person names.

Productive Connector

You're all set. Choose your MCP client and follow the setup instructions.

Connector linkhttps://edge.vinkius.com/vk_preview_R1QNI7Ifzx5zkIAni7i1i5xRVZqL8zDG9jDEWjrZ/mcp

Claude Desktop

Follow the steps below to connect in seconds.

  1. 1In Claude Desktop, open Settings → Connectors.
  2. 2Click “Add custom connector” and paste the connector link above as the remote MCP server URL.
  3. 3Click Add and start a new chat — Productive capabilities are ready to use.
Configuration · claude_desktop_config.jsonCopy
{
  "mcpServers": {
    "productive-mcp": {
      "url": "https://edge.vinkius.com/vk_preview_R1QNI7Ifzx5zkIAni7i1i5xRVZqL8zDG9jDEWjrZ/mcp"
    }
  }
}
Copy into chat04

  • Who is currently over capacity based on their time entries for the Website Redesign project?

  • Show me a list of people who have less than 10 hours logged this week.

  • Compare the workload of Sarah and Mike for the Q3 Marketing campaign.

  • Which team members have the most unassigned tasks right now?

  • Claude
  • ChatGPT
  • Cursor
  • VS Code
  • Windsurf
  • Claude Code
  • JetBrains
  • Cline

Start here

Connect Productive once, then ask.

Just click to connect your account. Your credentials stay encrypted, and you can start asking questions immediately.

Connect Productive to your AI

FAQ

How this task behaves

  • 01

    Can the AI change my time entries?

    No. The AI can only read your time entries to perform calculations; it cannot edit or delete them.

  • 02

    Can the AI assign tasks to people?

    No. The AI can see who is assigned to what, but you must perform the actual assignment in Productive.

  • 03

    Does it see all my data?

    The AI only sees the data it needs to answer your specific question via the provided tools.

  • 04

    How accurate is the capacity calculation?

    The accuracy depends entirely on how consistently your team logs their time in Productive.

  • 05

    Can I use this with any AI?

    You can use this with any MCP-compatible client like Claude, Cursor, or Windsurf.

  • More questions about Productive? The Connector page answers them. See everything the Productive Connector can do

Connect Productive to Claude, Cursor, ChatGPT & more