Turn messy staffing inputs into a clear plan your partners can trust.
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Capacity Snapshot
Build the quarterly capacity snapshot for the firm. Pull utilization per staff member from Karbon for the last quarter, group by practice area and partner, and compare against the firm's target utilization band. Layer client load (active engagements per staffer) and engagement velocity (average days from kickoff to deliverable) on top. Pause before flagging any staffer as over-utilized; the partner reviews the rollup. Save the snapshot to Google Drive in the firm's standard format and share the partner-facing summary. Ask me where the firm stores the prior quarter's snapshot if I cannot find a baseline.
Staff Allocation
Allocate staff to next quarter's engagements. In Float, pull confirmed engagements (recurring monthly bookkeeping, year-end close, tax-prep season, advisory projects) and propose a per-staffer assignment that respects the firm's billable target, the staffer's certification level, and partner-of-record continuity. Pause before any reassignment that breaks continuity with a long-standing client; the engagement partner approves. Send a Slack proposal per partner with the allocation grid and the open slots. Ask me which engagements the partner protects from reassignment under any circumstance.
Hiring Trigger
Surface the hiring trigger this quarter. Compare current capacity to confirmed pipeline for next two quarters in Karbon, identify the practice areas at or above the target utilization ceiling for two consecutive quarters, and flag the role profiles needed (senior accountant, tax preparer, bookkeeper). Pause before sharing the trigger with anyone outside the partner group; the managing partner sees it first. Send a Slack thread with the named trigger, the underlying utilization and pipeline numbers, and the role profile draft. Ask me what evidence the partner needs to authorize a hire so I include it in the pack.
Burn Reforecast
Reforecast capacity mid-quarter against real burn this quarter. In Resource Guru, compare planned hours per staffer to actuals from the last six weeks, surface engagements running 20% over plan, and propose remediation: scope cut, partner pull-in, deadline reset, or staff reassignment. Pause before any client communication; the engagement owner runs that conversation. Send a Slack reforecast to the partner with red-yellow-green status per engagement. Ask me to upload the original engagement plan if I cannot find the budget baseline in Resource Guru.
See the Hiring Trigger Before Q-End
Most firms see the hiring need a quarter late. Continuous reforecast moves the signal forward, so the partner triggers a search before the practice area starts dropping deadlines.
One View Across Karbon, Float, and Resource Guru
Most firms split practice management, scheduling, and capacity tracking across two or three tools. The agent operates across Karbon, Float, and Resource Guru without forcing a migration, and writes capacity events back into whichever surface owns the engagement record.
Capacity Planning That Learns Your Firm's Engagement Velocity
Generic resource tools assume hours equal capacity. The agent learns this firm's engagement velocity per type: how long monthly bookkeeping really takes, what audit-prep season actually demands, how partner review compounds. Per-firm velocity memory, scoped per partner.
How does Minded support resource planning for quarterly capacity reviews?
Minded pulls client work, assigned owners, due dates, and expected effort into a capacity view your team can review before the quarter starts. It helps compare planned workload against available staff, flag overloaded roles, and prepare a partner-ready staffing snapshot without rebuilding the spreadsheet from scratch.
Can we see utilization rate and client load by team member?
Yes. Minded can organize utilization rate, open client load, recurring bookkeeping work, and upcoming deadlines by preparer, reviewer, or pod. This gives firm leaders a clearer view of who is overloaded, who has room, and where assignments may need to shift before work backs up.
How does Minded identify a hiring trigger?
Minded compares forecasted engagement demand with available team capacity and shows where sustained gaps appear by role, client segment, or pod. Instead of relying only on gut feel, managing partners can see when workload pressure is recurring enough to justify recruiting, outsourcing, or reallocating accounts.
Does Minded work with Karbon, Float, Resource Guru, and spreadsheets?
Minded can use data from workflow tools, scheduling tools, and the firm’s own planning model to create a joined operating view. Teams can reference Karbon work, Float or Resource Guru assignments, and spreadsheet assumptions together, so capacity reviews are based on consistent inputs.
Is there an audit log for capacity and staff allocation changes?
Minded can preserve a record of planning inputs, allocation changes, and decision notes so operations leaders can trace why a client moved, why capacity changed, or when a hiring trigger was reviewed. This helps keep planning disciplined without turning the process into manual documentation work.