KeepSight tracks three numbers for every staff member to help you understand who has room for more clients and who’s maxed out.

The three capacity numbers

Weekly capacity hours — How many hours this person can work per week. Default is 40 for full-time staff.

Committed hours — The sum of all therapy hours from their assigned client enrollments. This updates automatically as you assign and unassign staff.

Available hours — Capacity minus committed. This is how much room they have for new clients.

When available hours hit zero, the staff member is flagged as at capacity.

Where capacity shows up

The dashboard’s Capacity Summary card shows RBT demand vs. supply and gap status. The Staffing Needs page (under Staffing in the sidebar) breaks this down by region and service type — how many hours clients need vs. how many hours staff have available.

Things to know

  • Capacity is based on assigned enrollments, not actual scheduled hours. If a staff member is assigned to clients totaling 35 hours/week but their capacity is 40, they show 5 hours available.
  • You can adjust a staff member’s weekly capacity on their record — useful for part-time staff or those with non-clinical responsibilities.
  • The staffing dashboard helps you spot shortages before they become problems — if demand exceeds supply in a region, you’ll see the gap.