Resources
Frequently Asked Questions
Common questions about Kewbed, capacity planning concepts, pricing, onboarding and data security.
This page collects the questions we hear most often from teams evaluating Kewbed. For deeper coverage of specific concepts, see the glossary. For competitor-specific comparisons, see the four comparison pages.
Product basics
What is Kewbed?
Kewbed is a strategic capacity analytics platform for professional services. It pulls staffing data from your existing PM tools and gives executives a unified view of allocation, workforce, availability, demand and horizon across departments and trades.
Who is Kewbed for?
Kewbed is built for studios, agencies, VFX or animation houses and consultancies past about 30 billable staff, where leadership needs portfolio-level capacity visibility without forcing teams to switch PM tools.
How is Kewbed different from Float, Runn, Productive or BigTime?
Kewbed sits at the executive layer and reads from existing PM tools rather than replacing them. Float and Runn are team-level schedulers. Productive is a full agency operations suite. BigTime is a PSA platform for billing. Honest comparisons live at /compare/float, /compare/runn, /compare/productive and /compare/bigtime.
Does Kewbed replace our PM tool?
No. Kewbed reads from your existing tools (Excel, Smartsheet, MS Project and others) so producers and leads keep the workflows they already use. The strategic view sits on top.
Does Kewbed handle billing or invoicing?
No. Kewbed focuses on capacity analytics. For billing and invoicing, customers typically keep their existing PSA or accounting system (such as BigTime, QuickBooks or Sage Intacct) and use Kewbed alongside it for the staffing layer.
What languages does Kewbed support?
The marketing site is bilingual English and French. The product itself is currently English-only. French and other locales are on the roadmap.
Where can I see a demo?
Use the Request a demo button on any page, or email support@kewbed.com. Demos are run live by the product team and tailored to your organization's structure.
Capacity planning concepts
What is generic resource forecasting?
Generic resource forecasting expresses demand by trade or skill rather than by named individual. It lets leadership see which roles will be needed in the future and how many of each, before hiring or assignment decisions get made. See the glossary entry at /glossary/generic-resource.
What is the difference between capacity and utilization?
Capacity is how much work your staff can do over a period. Utilization is the share of that capacity actually allocated to billable or productive work. A team can have high capacity but low utilization (lots of bench time) or full utilization but limited capacity (overloaded). See /glossary/utilization-rate and /glossary/bench-time.
When does demand forecasting matter?
Demand forecasting matters as soon as your project pipeline includes work that is not yet confirmed. Modeling tentative projects alongside confirmed ones lets you spot capacity gaps before they become urgent. See /glossary/demand-forecasting and /glossary/tentative-project.
What is bench time?
Bench time is time when a team member is available but not assigned to billable or productive work. It is the gap between capacity and allocation, and is the metric most directly tied to margin. Definition at /glossary/bench-time.
What is a capacity gap?
A capacity gap is the difference between staff capacity needed by your projects and capacity actually available, in a given trade and time period. A positive gap means a shortage to resolve. Definition at /glossary/capacity-gap.
What is the difference between hard and soft booking?
A hard booking commits a person or generic resource to a project. A soft booking reserves capacity tentatively, used during planning when the project itself may shift or get cancelled. See /glossary/soft-booking.
How does Kewbed handle tentative projects?
Tentative projects appear in Kewbed's executive horizon view alongside confirmed work, giving leadership a probability-aware view of likely capacity needs. See /glossary/tentative-project and /glossary/executive-horizon.
Pricing and onboarding
How is Kewbed priced?
Pricing is set at the organization level rather than per user. Contact support@kewbed.com or use the Request a demo button to get a quote based on your organization's size and structure.
Is there a free trial?
Demos are free. The product itself is sold by subscription rather than self-serve trial. The demo includes a walk-through against your own organization's structure, which is more useful than a generic sandbox.
How long does onboarding take?
A typical onboarding runs two to four weeks, anchored by an integration baseline pulled from your existing PM tools (Excel, Smartsheet, MS Project). Larger organizations or complex hierarchies may take longer.
What data do we need to start?
At minimum: a list of staff with departments and trades, a list of active projects with start and end dates and a snapshot of current allocations. Most customers can export this from their existing PM or HR tools.
Can we import from Excel, Smartsheet or MS Project?
Yes. The integration baseline supports Excel, Smartsheet and MS Project as primary inputs. Other PM tools can be imported via CSV. Ask during the demo for specifics.
Do you offer discounts for non-profits or educational organizations?
Yes. Non-profit, education and academic-research organizations are eligible for a discount. Mention this when requesting a demo.
Security and data
Where is our data stored?
Customer data is hosted in cloud infrastructure with regional options. Data residency requirements (Canadian, EU, US) can be discussed during onboarding.
Who can access our data?
Inside your organization, role-based access controls determine who sees what. Inside Kewbed, only authorized support staff can access customer data, and only when explicitly authorized for support purposes.
Do you support SSO?
Single sign-on integration is available. Common identity providers including SAML 2.0 and OIDC-based systems are supported. Specifics depend on your provider. Ask during the demo.
Can we export our data?
Yes. Customers can export their projects, people and allocations data at any time in standard formats (CSV, Excel). Export endpoints are also available for ongoing integrations.
What happens to our data if we cancel?
Customer data is retained for a defined period after cancellation to allow re-export, then deleted. Specific retention windows are set in the master agreement. Ask during the contracting phase.
Last updated: 2026-05-13