Most small teams have some form of time tracking in place. Hours get logged, reports get exported, and everyone feels like they have a handle on things. Then someone asks a simple question: “Can we take on another project next month?” Suddenly nobody has a clear answer.
That gap between tracking what happened and understanding what’s coming is exactly the problem FlowGrid Tracking & Planning was built to close. Unlike traditional time trackers, FlowGrid combines future planning and historical tracking in the same workflow, allowing teams to understand both what has happened and what is likely to happen next. It’s a lightweight planning and time tracking platform that combines capacity planning, team availability, holiday management, and time tracking into one shared monthly view. No separate apps, no broken formulas, no hunting through three different calendars.
It was created by Rebeka Kulcsar-Kurdi, who kept running into the same wall while working with small teams: the data existed, but it lived in different places. FlowGrid brings it together without adding the complexity of a full-blown project management platform.
Key Features of FlowGrid
FlowGrid is designed for teams that have hit the limits of spreadsheets but have no interest in learning a tool with 200 features they’ll never use. Here’s what it actually does.
TeamSheet: One View for the Whole Team
The TeamSheet is the central piece. It shows planned work, logged hours, and workload for every team member in a single shared monthly grid. You can see at a glance who is carrying a heavy week and who has room. It’s the kind of overview you’d normally spend 30 minutes assembling from separate sources.
Capacity Planning With Real Availability
This is where FlowGrid separates itself from basic time trackers. It accounts for holidays, time off, and part-time schedules before you make commitments. The availability view shows remaining capacity for each person alongside what’s already planned, so overloading someone becomes a visible problem rather than a surprise at the end of the month.
Recurring Entries and Forward Planning
You can schedule recurring work in advance, which means future workload shows up on the grid before it happens. That matters a lot for capacity decisions. If three recurring projects eat up most of the team’s hours in week two, you can see that now rather than discovering it mid-sprint.
Project Timeline With Hour Allocations
Each project gets a monthly hour allocation. The Project Timeline view then compares that allocation against actual hours spent, with a progress bar showing how much of the budget is consumed. You can also log updates, handovers, and status changes directly on the timeline, so the project history stays in one place.
Holidays, Leave, and Team Events
Public holidays, personal time off, and team events all live in a shared calendar view. No more chasing someone on Slack to ask if they’re around next Friday. The information is just there, visible to everyone who needs to plan around it.
When It Actually Made a Difference: Nadia’s Monday Morning
Nadia runs operations for a five-person digital agency. Every Monday morning at 9am she sits down to figure out the week’s workload before the team standup at 9:30. The old routine involved opening a shared Google Sheet for hours, a separate Notion page for project status, and the company Google Calendar for who was on leave. It took the full 30 minutes just to get oriented.
After setting up FlowGrid, that Monday morning task took about eight minutes. She opened the TeamSheet, saw immediately that one developer had a public holiday on Wednesday and had already logged planned hours for a client project running into Thursday. Another team member had flagged time off on Friday. The project timeline showed the client project was at 70% of its monthly hour allocation with ten days left in the month.
She adjusted one assignment before the standup, moved a handover to earlier in the week, and walked into the meeting with a clear picture instead of a rough guess. The outcome: no overcommitments, no surprises, and a standup that finished in 12 minutes instead of 25.
How FlowGrid Actually Works
Step 1: Set Up Your Team and Projects
You start by creating a workspace, adding team members, and setting up your projects. Each project can have a colour, labels (like Billable or Internal), and a monthly hour allocation. Setup is quick; there’s no onboarding wizard with 12 steps.
Step 2: Plan Work in the Timesheet or TeamSheet
Team members fill in planned work using the spreadsheet-style Timesheet, which feels immediately familiar. They can set hours, start and end times, notes, and mark entries as recurring. The TeamSheet pulls all of this together into the shared team view automatically.
Step 3: Track Time With Quick Track
For real-time logging, the Quick Track timer lets anyone start tracking against a project in seconds. Entries land directly in their timesheet without any extra admin steps.
Step 4: Review Availability and Project Usage
The Availability view and Project Timeline give managers and team leads the forward-looking picture. Check who has remaining capacity before assigning new work. Check the project timeline before agreeing to more hours. Both views update as the team logs and plans.
Pricing
FlowGrid offers a free Personal plan for individuals who want to plan their own time and work. Team features, including the TeamSheet, shared availability, and admin controls, are available on a paid tier. The free plan is a genuine starting point, not just a demo with everything locked behind a paywall. Specific team plan pricing is listed on the FlowGrid website.
Why It’s Different
Most time tracking tools focus on recording hours that have already been worked. FlowGrid adds a planning layer, helping teams understand future workload, remaining capacity, holidays, and project allocations before committing to new work. That combination of planning and tracking helps teams make capacity decisions with greater confidence, rather than relying on spreadsheets and separate calendars.
Who Should Try FlowGrid
If your team is between five and fifteen people, currently stitching together spreadsheets and calendars to manage workload, and finding that time trackers tell you what happened but not what’s coming, FlowGrid is worth a serious look. It won’t replace a full project management suite if you need task-level detail and complex dependencies. But for operational teams that need clear capacity visibility without the overhead, it fits that gap well. Start at flow-grid.app.
