Beth’s story

Unifying global capacity and workload planning across international teams

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Steal Beth’s playbook

Recreate Beth’s global workflow by plugging this prompt into Sidekick.

🎯 The Goal

Eliminate massive spreadsheet upkeep and manual calculation errors across distributed global teams—replacing dozens of regional tracking sheets with a centralized Capacity Planning Vibe App featuring automated holiday and math logic, live utilization popups, role reassignment chevrons, overallocation heatmaps, and Sidekick-powered month-end actuals sync.

🏗️ Architecture & Data Model

 ┌─────────────────────────────────────────────────────────────┐
 │           CENTRAL CAPACITY PLANNER BOARD                    │
 │  Organized by Groups: Projected Hours · Scoped · Actuals    │
 └──────────────────────────────┬──────────────────────────────┘
                                │
                                ▼
 ┌─────────────────────────────────────────────────────────────┐
 │         SUBITEM GLOBAL DATA ARCHITECTURE                    │
 │  Team Member · Max Weekly Hours · Country/Holidays · Region │
 └──────────────────────────────┬──────────────────────────────┘
                                │
                                ▼
 ┌─────────────────────────────────────────────────────────────┐
 │       GLOBAL CAPACITY PLANNER (monday Vibe App)             │
 ├──────────────────────────────┬──────────────────────────────┤
 │ 🧮 AUTOMATED MATH ENGINE     │ 👥 DUAL WORKSPACE VIEWS      │
 │    Utilization % formula     │    "By Person" &             │
 │    Holiday/OOO subtraction   │    "By Contract/Project"     │
 ├──────────────────────────────┼──────────────────────────────┤
 │ 🏷️ ROLE REASSIGN CHEVRONS   │ 🌡️ HEATMAPS & FILTERS        │
 │    Fast task reallocation to │    Visual overallocation     │
 │    specialist role pools     │    flags + live recalcs      │
 ├──────────────────────────────┴──────────────────────────────┤
 │ 🎮 ENGAGING UX & INSTANT CSV EXPORT                         │
 │    Interactive loader + 1-click view-matched CSV reporting │
 └──────────────────────────────┬──────────────────────────────┘
                                │
                                ▼
 ┌─────────────────────────────────────────────────────────────┐
 │ 🤖 SIDEKICK MONTH-END AUTOMATION                            │
 │    Matches submitted time-tracking logs to contracts/roles  │
 │    and populates Actuals vs. Scoped across all groups       │
 └─────────────────────────────────────────────────────────────┘

1. Central Capacity Planner Board Architecture:
   • Three Core Groups: Projected Hours, Scoped Hours, and Actual Hours.
   • Subitem Data Model: Captures granular individual data: Team Member Name (People/Text), Weekly Available Capacity (Numbers), Location / Country (Dropdown), Region (Status: AMER / EMEA / APAC – auto-assigned via automation), Country Holidays & Approved OOO (Numbers), Allocated Monthly Hours (Numbers).
2. Automated Utilization Math Engine:
   • Calculates true working capacity with hard-coded holiday calendars and formula transparency: $$\text{Utilization Rate %} = \left( \frac{\text{Projected Hours}}{\text{Total Available Work Hours} – (\text{Holidays} + \text{OOO})} \right) \times 100$$
   • Clicking any cell in the Vibe interface opens a formula inspection popup showing the exact math breakdown.
3. Capacity Planning Vibe App Interface:
   • Dual Operational Views: Toggle between By Person (individual bandwidth) and By Contract/Client (project burn rate).
   • Role Chevrons: Quick-reassign dropdown chevrons enabling managers to shift surplus hours to specialist role pools without rebuilding project allocations.
   • Color-Coded Heatmaps: Instant visual flags for overbooked team members ($>100%$ red, $80\text{–}100%$ green, $<80%$ yellow).
   • Interactive Loading UX: Built-in lightweight micro-game/progress loader keeping users engaged while heavy global datasets sync.
4. Sidekick Month-End Actuals Reconciliation:
   • Sidekick runs at month-end to ingest raw time-tracking submissions, auto-match person, role, and contract, and sync Actual Hours against Projected Hours without manual data entry.

📋 White-Labeled Prompts & Setup Guides

1. Master Monday Vibe App Prompt (Global Capacity & Workload Balancer)

> “Build an enterprise resource planning application called [Company Name] Global Capacity & Workload Balancer connected to our [Central Capacity Planner Board]. > > Create a responsive management interface with the following capabilities: > 1. Dual Perspective Views: > – By Person View: Grid showing all team members, country/region, max capacity, holiday deductions, allocated hours, and dynamically calculated Utilization Rate %. > – By Contract / Project View: Aggregated view showing scoped contract hours, assigned headcount, and projected burn rate by client. > 2. Utilization Formula & Inspector Popups: > – Calculate: Utilization % = (Projected Hours / (Total Available Hours - (Holidays + OOO))) * 100. > – Clicking any utilization percentage opens an inspector modal showing the math breakdown: Gross Hours, Regional Holiday Hours Deducted, OOO Hours Deducted, Net Available Hours, and Total Assigned Hours. > 3. Role Reassignment Chevrons: Include inline dropdown chevrons next to projected tasks to quickly reassign hours to alternate specialist roles or contractors. > 4. Overallocation Heatmap: Color-code rows based on utilization ($>100%$ = Red Alert, $80\text{–}100%$ = Optimal Green, $<80%$ = Available Bandwidth Gray/Yellow). > 5. Real-Time Dynamic Filters & Export: Interactive filter bar by Region, Country, Department, and Contract that immediately recalculates header summary cards. Include an Export to CSV button that outputs the exact active filtered view.”*

2. Regional Assignment Automation & Utilization Formula

• Auto-Region Mapping Automation: > When Country dropdown changes on [Capacity Subitem], set Region status to corresponding value (e.g., UK/Germany $\rightarrow$ EMEA, USA/Canada $\rightarrow$ AMER, Japan/Australia $\rightarrow$ APAC).
• Board Utilization Formula Column (Utilization %):ROUND(({Projected Hours} / ({Total Standard Hours} - ({Holiday Hours} + {OOO Hours}))) * 100, 1)

3. Sidekick / AI Agent Prompt (Month-End Time Tracking Reconciliation)

> “You are the Global Resource Operations Agent for [Company Name]. Your mission is to reconcile monthly actual hours against projected capacity. > > At month-end (or on trigger): > 1. Ingest time-tracking submission records from [Time Tracking Intake Board]. > 2. Match each entry to the corresponding Team Member, Contract ID, and Role on the [Central Capacity Planner Board]. > 3. Populate the total hours into the Actual Hours group for each person and contract. > 4. Generate a Capacity Variance Report posted to the Capacity Management workspace: > – Portfolio Utilization Average: [Global % and breakdown by AMER, EMEA, APAC] > – Top 5 Overallocated Specialists: [Names + % over max capacity] > – Contract Variance Flags: [Projects where Actual Hours exceeded Projected Hours by $>15%$] > – Available Bandwidth for Next Month: [Specialists with $<75%$ projected allocation]”*

4. Capacity Governance Recipes

• Burnout Prevention Alert: > When calculated Utilization % exceeds 105%, flag team member status as Overallocated and alert [Resource Manager / Team Lead] to rebalance workload.
• Contract Rollover Sync: > When a contract is renewed, trigger automation to duplicate contract allocation subitems into the next quarter’s Projected Hours group.

Explore the entire hall of fame

Check out all of our winners from the Done Awards to see what they built

FAQs about the Done Awards

• What are the Done Awards?

  The Done Awards are monday.com’s first customer awards program, recognizing customers who use AI on the platform to get real work done. Winners were announced live at Elevate ’26.

• Who won the 2026 Done Awards?

  Kendal Sparks of Frankly Spoken Productions (best AI workflow wiz), Jeff Benton of Clearwater (best agent builder), Alexis Reese of Horizon Media (best vibe app), Rosie Vargas of Hammer and Nails Grooming (best cross-collaborator), Aaron Rasmussen of Pritchard Companies (best decision driver), Beth Juliano of 1021 Creative (best global impact), and Jen Brugge of The Universal Group (People’s pick).

• How many Done Awards categories are there?

  Seven: best AI workflow wiz, best agent builder, best vibe app, best cross-collaborator, best decision driver, best global impact, and the People’s pick.

• Which monday.com capabilities did the winners use?

  The winners used monday agents, monday vibe, monday sidekick, and AI workflows, along with automations, integrations, dashboards, and multi-level permissions.

• How were the Done Awards winners chosen?

  A panel of monday.com product and client-facing leaders, and Elevate insiders scored six core categories on the challenge (30%), the build (40%), and the impact (30%). The People’s pick was decided by a one-week community vote on the monday Reddit community. The Agent on-board award was chosen by our agent product leaders on-site, at Elevate.

• What did Done Awards winners receive?

  Each winner received a trophy, a travel voucher, a VIP pass to Elevate, a feature across monday.com and Elevate channels, and a toast with fellow winners after the ceremony.

• Where and when did Elevate ’26 take place?

  Elevate ’26 took place October 28 to 29, 2026 at the Javits Center in New York City, with a pre-conference Certification Day on October 27.

Elevate Team

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