Lead Follow-up Capacity Calculator

How much time should a team allocate to lead follow-up?

Multiply leads by planned touches per lead and average minutes per touch, then divide by 60. Compare those required hours with the team's available follow-up hours for the same period. Include preparation and logging in handling time when those tasks use the allocated hours.

How to use this tool

1. Review the field definitions below and choose one reporting period or scenario.
2. Replace the example values in Enter your scenario. Use plain numbers with a decimal point where needed.
3. Select Calculate results. Correct any highlighted field, then calculate again.
4. Review the result alongside the formulas and interpretation notes.
5. Select Download results CSV to save inputs, results and the method. Open it in your spreadsheet app. Reset example restores every default; reloading the page also restores the example.

Calculating and downloading a file use the values on this page. Configure and test your actual workflow using the linked setup guides.

Fields and defaults

Leads in the period

Lead count for your chosen day, week or month; use the same period for available hours. Default: 100. Accepted range: 0–10000000, whole numbers.

Touches per lead

Planned average touches per lead, greater than zero. Averages may be fractional. Default: 3. Accepted range: 0.01–1000.

Minutes per touch

Average handling time including preparation and logging if those consume the allocated time. Default: 5. Accepted range: 0.01–1440.

Available team hours

Total hours the team can allocate to follow-up in this same period. Default: 30. Accepted range: 0–1000000.

Formula and worked example

Required hours = leads × touches × minutes per touch ÷ 60

Lead capacity = floor(available hours × 60 ÷ (touches × minutes per touch))

Utilization = required hours ÷ available hours × 100

Hours remaining = available hours − required hours

Illustrative default: 100 leads × 3 touches × 5 minutes require 25 hours. With 30 available hours, utilization is 83.33%, capacity is 120 leads and 5 hours remain.

Interpret the result

This is workload capacity, not a prediction of reply speed. Scheduling, time zones, queue ownership and interruptions also affect response time.

Use an average based on your actual work. A complex proposal and a short confirmation may belong in separate scenarios.

A negative hours-remaining result identifies a planning gap. Adjust volume, the workflow or allocated hours, then test a realistic schedule before using it as an operating target.

Fix an input or download problem

Complete every required field and keep counts within the stated range. Related counts must describe the same cohort. If you change a value, calculate again to refresh the results. A zero denominator produces an unavailable rate.

The CSV button appears after a successful calculation. Check your browser's downloads list if the file is not immediately visible. Enable JavaScript for the interactive controls; formulas, examples and field definitions remain readable on this page.

Related definitions and setup

References

• Chirply follow-up workflow guide

About these resources

Chirply publishes these explanations and planning tools to help teams define, test and measure their workflows. AI-assisted drafts are checked against the cited product references and documented formulas. Examples are illustrative. Read the review method, explore product capabilities or check current plans.

For a correction, email support@chirply.io with the page address and the specific detail.