A useful capacity map connects hours, area, qualifications and temporary restrictions. Make ownership and validity explicit.
Define the minimum capacity profile
Record deployable hours, working area, transport, role, relevant skills and validity dates. Add temporary restrictions with start and end. Avoid free text for data used in automatic matching; use controlled values and a note for the exception.
Make availability operational
An 'available' checkbox does not say where someone starts, when a shift ends or how flexible it is. Record time blocks, start and end locations, and separate hard absence from preferences. Show conflicts to the worker or coordinator before publishing.
Assign ownership and control
Workers can provide availability, a team lead manages qualifications and the planner decides deployment. Define which change requires immediate replanning and which applies next cycle. An audit trail with source and timestamp prevents arguments over which spreadsheet was latest.
