Web projects rarely slip because nobody knew the launch date. They slip because design approval moves, content arrives late and two sites reach build with the same developers already promised elsewhere. The agency then protects go-live with overtime, pulls people from maintenance retainers or buys expensive cover, turning a delivery problem into a margin problem.
Kavaro keeps design, development, care work and tentative pipeline on one live capacity plan. Operations can see named coverage around the weeks that matter, resource managers can make day-to-day changes without losing the wider picture, and leadership can judge whether the next site is deliverable before it is sold. Kavaro proposes allocations; a person confirms or rejects them.
Challenges
Launch windows expose every earlier delay. Content, design, development and QA need coverage backward from go-live. When one phase moves, the impact is not just a changed task date; it is a new demand on people who may already have rolled onto the next build.
Developers are shared across supposedly separate projects. A front-end developer can finish one site and start another on paper, but late amends and launch support create an overlap that pushes both teams beyond workable capacity.
Design and build peak at different times. Spare design capacity in week three does not solve a development shortfall in week ten. Headline utilisation can look acceptable while the discipline needed for the next phase is already full.
Maintenance retainers become the hidden buffer. Care hours are easy to consume when a new build runs hot. The immediate launch may survive, but response times, retained revenue and client confidence take the hit.
How staffing for this work shows up in Kavaro
Book design and development as separate allocations on the same project, using percentage or hours, while keeping care retainers visible on the same people × calendar schedule. Tentative bookings show likely pipeline without presenting it as confirmed, and open roles hold demand for a developer or specialist who has not yet been named. Traffic meetings work from the same plan used for capacity and commercial review.
Chat can ask who is free for the build or what another launch does to the team, then propose an allocation for human approval. Insights flag overload, leave clashes, unfilled seats and roll-off early enough to move dates or source cover. Timesheets log actuals against bookings, and reports show planned and actual utilisation with permission-controlled cost and charge views, helping operations and finance see where delivery pressure is eroding the commercial plan.
Why Kavaro
Plan to the launch date
See named coverage in the weeks that actually matter, including the overlap between final design, development, QA and launch support.
Stop double-booking developers
One calendar across every site shows when a clean handover on paper is really a collision of late amends, build work and post-launch fixes.
Keep care work visible
Retainers remain real allocations rather than leftover time, protecting recurring commitments and making the true cost of rescuing a build visible.
Fill seats before kickoff
Open roles and insights expose unnamed development or QA demand before kickoff, when there is still time to hire, move work or brief a freelancer sensibly.
Related pages
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See how Kavaro handles this work
Try Kavaro free for 30 days. Bring a live plan, ask who can take the next piece of work, and approve the staffing before it goes live.