Run a staff utilization report
Learn how to run and interpret the Staff Utilization Report to monitor team capacity, balance workloads, and improve profitability.
This guide shows you how to run and understand the Staff Utilization Report. The report gives you a clear view of your team's workload, helping you make informed decisions about project staffing and hiring.
Understanding staff utilization is key to running a healthy business. It helps you see who is over capacity and at risk of burnout, and who has availability to take on new work. By monitoring utilization, you can ensure you are billing for as much work as possible and keeping your jobs profitable.
Before you start
- You need an Administrator role or a custom role with permission to view reports.
- Your staff members must have their weekly capacity set in their profiles.
- Staff members need to be consistently tracking their time for the report to be accurate.
- This report is available on the Pro and Ultra plans.
Run the Staff Utilization Report
You can run the report for your entire organization or filter it to focus on specific roles, departments, or individuals.
- Navigate to Reports → Staff Utilization.
- Select a Date Range for the period you want to analyze. You can choose a preset like This Month or set a custom range.
- Use the Filters menu to narrow your results. You can filter by Staff Member, Role, or Department.
- Click Apply Filters to update the report.
💡 Tip: To save a specific view for later, click Save View after setting your filters. You can name the view for quick access in the future.
Interpret the report metrics
The report presents data for each staff member matching your filters. The main goal is to compare their capacity with the time they have tracked.
| Metric | Description | How It's Calculated |
|---|---|---|
| Capacity | The total number of work hours available for a staff member in the selected date range. | Weekly Capacity from their staff profile, adjusted for the date range. |
| Tracked Hours | The total hours recorded from all time entries within the date range. | Sum of all Time Entries. |
| Billable Hours | The portion of tracked hours that are marked as billable to a client or job. | Sum of all billable Time Entries. |
| Utilization Rate | The percentage of a staff member's capacity that is spent on billable work. | (Billable Hours / Capacity) x 100 |
| Total Utilization | The percentage of a staff member's capacity that is filled with any tracked work, both billable and non-billable. | (Tracked Hours / Capacity) x 100 |
Good to know
- The accuracy of this report depends entirely on two things: correct capacity settings for each staff member, and diligent time tracking by your team.
- The report calculates utilization based on time entries that have already been created. It does not forecast future utilization based on scheduled hours or assigned tasks.
- You can click on any staff member's name in the report to drill down into a detailed view of their individual time entries for the selected period.
- A utilization rate of 100% is not always the goal. A healthy target is often around 80% to allow for non-billable work like internal meetings, training, and administration.
ℹ️ Good to know: Archived staff members are not included in the utilization report by default. You can use the filters to include them if you need to report on their past activity.