Utilization report
Screen reference
The Utilization Report provides a detailed breakdown of an employee's recorded work time. It helps managers assess how effectively time is allocated across projects and periods, and it is also useful for validating billable and non-billable time.
Filters
Use these filters to define which time entries and users are included in the report.
| Filter | Option / value | Description |
|---|---|---|
| Date range | Selected period | The report retrieves time entries whose Start Date falls within the selected period. |
| Total hours to consider | Contract hours | The report calculates total available hours using the Contract hours defined in each user profile, multiplied by the working days in the selected date range. Example: if John's contract hours are 8 and the selected period has 5 working days, total hours = 8 × 5 = 40. |
| Total hours to consider | Actual total hours | The report calculates total hours using the actual hours worked during the selected date range, regardless of contracted hours. |
| Working days of the week | Monday to Friday | The system uses 5 working days per week. |
| Working days of the week | Set in general config option | The system uses the custom working-days value configured in general settings. |
| Include Contract Hours | Enabled / disabled | When enabled, the report adds a first column showing the contract hours for the selected period. |
| Exclude users without Utilization Goal | Enabled / disabled | When enabled, users without a defined Utilization Goal are excluded from the report. The Utilization Goal can be configured in Edit user → Basic Data → Utilization Goal. |
Columns retrieved
The report returns one row per employee and calculates the following columns.
| Column | Calculation and logic |
|---|---|
| Name | The name of the employee whose time is being reported. |
| Contract hours (on the selected period) | Contract hours for the selected period. This column appears when Include Contract Hours is enabled. |
| Total | Total time entered by the employee during the selected date range. |
| [Labor categories] | The report creates one column for each parent Labor Category. Under each column, it shows the hours worked by the employee for that Labor Category. |
| Without Labor Categories | Hours from time entries with no labor category assigned. These hours are still included in total calculations. |
| Billable | Sum of all hours logged as billable by the employee during the selected period. The billable status is based on each individual time entry. |
| Non Billable | Sum of all hours logged as non-billable by the employee during the selected period. The non-billable status is based on each individual time entry. Time-off entries are excluded from both the Billable and Non Billable columns. |
| Billable Utilization (%) | Calculated percentage based on the selected Total hours to consider option. See the formula section below. |
| Utilization goal (%) | User-defined utilization target. It can be configured in Edit user → Basic Data → Utilization Goal. |
| Variation (%) | Difference between actual billable utilization and the user's utilization goal. |
Billable utilization formula
The formula changes depending on the selected Total hours to consider filter.
| Selected basis | Formula |
|---|---|
| Actual total hours | Billable hours / (Total hours - Time Off hours) |
| Contract total hours | Billable hours / (Contract hours - Time Off hours) |
note
Time Off hours are time entries under any Labor Category classified as Time Off = Yes.
Variation formula
Variation (%) = Billable Utilization (%) - Utilization goal (%)