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Fred is juggling multiple potential and awarded projects and isn't sure that he has the right people, at the right time.
Different start dates. End dates. Varying award amounts. It can take weeks to hire and train the talent he needs to deliver on-time and on-budget.
He needs a better way to see all of the combinations and pre-plan his capacity and staffing plans.
Today. Not next week.
Planning for short-term, tactical capacity needs is an everyday challenge for project-based industries. Existing tools and workflows can only model a handful of scenarios, at best, and are trapped in the manual and limited world of spreadsheets.
In this example, we've modelled out 8 concurrent 'what if' scenarios for a VFX and post-production studio. They have two big feature films and two smaller episodic TV series. Each project has different resource needs, award amounts, start and end dates. The studio has artists in multiple locations and needs to determine their per location staffing and resource plans.
whatifi helps capacity in a dynamic, visual way. Instead of relying on static spreadsheets, you can create interactive scenarios that adjust based on shifting project timelines, hiring rates, and workload distribution.
✅ Hiring Timing & Costs – Determine when to hire based on project load, avoiding both overstaffing and resource shortages.
✅ Freelancer vs. Full-Time Workforce – Compare the cost and impact of contract workers vs. permanent hires on your capacity.
✅ Utilization vs. Burnout – Test different workload allocations to ensure team efficiency without overworking key employees.
✅ Scaling with Demand – Model how adding new projects affects your team’s bandwidth and identify when to scale up.
✅ Capacity Constraints & Bottlenecks – Identify critical resource gaps before they create project delays.
By modeling these scenarios before making real-world decisions, businesses can stay ahead of market changes, maintain profitability, and adapt their capacity and hiring strategy with confidence.
We're not a spreadsheet. Our business simulation software helps you run multiple 'what if' capacity, utilization and project resource scenarios - instantly. Build, share and visualize all of your potential business outcomes and better plan your capacity action strategy.
Hiring too soon leads to idle employees, while waiting too long creates bottlenecks that delay projects. whatifi helps businesses map out current employees, potential hires, and project demands to ensure they have the right team at the right time—minimizing downtime and maximizing efficiency.
Every business juggles multiple projects, from confirmed contracts to potential opportunities. whatifi lets you model different award combinations, helping you plan capacity for best-case, worst-case, and most likely project pipelines. No more guessing—get clear visibility into resource needs before committing.
Keeping projects on budget means knowing where resources are being used—and where they’re being wasted. whatifi tracks burn-to-date on all active projects, showing whether teams are over- or under-utilized so businesses can adjust plans before overruns or delays occur.
Idle employees drain budgets, while overworked teams lead to burnout and costly overtime. whatifi helps businesses proactively manage resource capacity, prevent staffing inefficiencies, and align costs with actual workload needs—so they can scale smartly without burning money on unnecessary expenses.
You need to make big decisions while juggling a ton of unknowns. Your forecasts need to be dynamic, interactive and provide up-to-the minute outcomes across offices, departments and the globe.
Connect your data. Add details about your Employees, Projects, Project Bids, Utilization and overall Capacity. We have a complete library of pre-built business logic Events that can be connected together to quickly build your business model.
Select a template or use our flowchart-like Scenario Canvas to quickly map out MULTIPLE "what if" capacity forecasts. Changes instantly flow through the affected Scenarios, updating calculations, KPIs and resource projections.
Our simulations are infinitely scaleable. No flipping between tabs or toggling numbers back-and-forth. Instead, you can see all of the outcomes concurrently, calculate ANY metric, KPI or account, and instantly share Scenarios with the Operations, other departments, investors, or the C-suite.
Take a look at our Case Studies and Example whatifi Scenarios.
View the video - or - if you are feeling brave, launch the actual scenario (desktop only) and explore each of these use cases.
Customers. Buyers. Users. Guests. Patrons. Consumers.
Regardless of what you call them, they are the building blocks of your subscription revenue and your cash flow. Use the Customer, Growth, Churn, Unit Cost and Revenue Events to map out the factors that drive success for a software-as-a-service business model.
Layoffs. When the economy shifts, leadership needs to be prepared and informed.
When is just as important as what. In this example use case, we track a fictional company that is grappling with a potential downturn in work and help them prepare for multiple staffing and cash flow plans.
Despite what your spreadsheet says - revenue doesn't just magically show up on its own.
Use an Outbound Sales and a Salesperson Event to quickly model multiple sales funnels, different lead times, customer cohorts and multiple staffing timelines. Compare this against a traditional CPC campaign.
