✔️ Available on Grow (with limits) and Scale subscriptions. 1
See the "Feature access" section below for more information.

What
Track and manage how your team's time is being distributed.
Why
  • Understand available resources to ensure work is practically allocated in the long term and assigned in the short term.
  • Gain realistic utilization insights for each team member.
  • Use estimated and actual utilization datato inform future decisions.
  • Save time and improve accuracy with detailed out-of-the-box utilization reporting without the need to export.
Who
  • Site admins can access the utilization report and view utilization data for all of the site's people.
When
Review utilization insights weekly, monthly, quarterly, or for a custom period to assess user performance and identify trends. 
What
Track and manage how your team's time is being distributed.
Why
  • Understand available resources to ensure work is practically allocated in the long term and assigned in the short term.
  • Gain realistic utilization insights for each team member.
  • Use historical and actual utilization data to inform future decisions.
  • Save time and improve accuracy with detailed out-of-the-box utilization reporting without the need to export.
Who
  • Site admins can access the utilization report and view utilization data for all of the site's people.
When
Review utilization insights weekly, monthly, quarterly, or for a custom period to assess user performance and identify trends. 

Before you start

Collaborators are not shown in the utilization report.

Feature access

Standard columns in the utilization report include estimated, actual, and billable utilization, as well as available, unavailable, and logged time.

Additional columns available to Scale subscriptions:
  • Allocated time
  • Allocated time %
  • Billable target met

View the utilization report

  1. Select Reports in Teamwork.com's main navigation menu. If it's not pinned, you'll find Reports hidden under the ...More option. 
  2. Scroll to the Teamwork reports section.
  3. Select Utilization.


     
The utilization report provides a series of columns highlighting each user's key utilization metrics (ex. estimated utilization, actual utilization, billable target, available time).

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Utilization columns


User

The user's avatar (profile icon), name, and corresponding role (if assigned).

Total estimated utilization

The percentage of a user's estimated available time across billable and non-billable tasks within the selected date range.

Calculation: (estimated time / available time) x 100
Ex. (120h / 160h) x 100 = 75%

Total utilization

The percentage of a user's available time logged on billable and non-billable tasks within the selected date range.

Calculation: (logged time / available time) x 100
Ex. 60h / 100h x 100 = 60%

Billable utilization

The percentage of a user's available time logged on client-charged (billable) work within the selected date range.

Calculation: (billable time / available time) x 100
Ex. (30h / 120h) * 100 = 25%

Available time

A user's time capacity within the selected date range. It shows how much time in total a user can be allocated, estimated for tasks in advance, as well as the time that user actually logged on assigned tasks.

Calculation: total working hours — unavailable time
Ex. 160h - 20h = 140h

Available time %

The percentage of a user's available time relative to their contracted total working hours within the selected date range.

It shows how much time a user can log, be estimated for, and be allocated to.

Calculation: (available time / total working hours) x 100
Ex. (120h / 160h) x 100 = 75%

Unavailable time

The amount of time that a user cannot log, be estimated to, or be allocated to within the selected date range. Users' unavailable time can be managed in the Schedule.

Calculation: Based on the unavailable time added in the Schedule.

Unavailable time %

The percentage of a user's unavailable time relative to their contracted total working hours within the selected date range.

Calculation: (unavailable time / total working hours) x 100
Ex. (40h / 160h) x 100 = 25%

Logged time

The total amount of time a user logged on both billable and non-billable work within the selected date range.

Calculation: billable time + non-billable time
Ex. 120h + 20h = 140h

Billable time

The amount of time a user logged on client-charged (billable) tasks within the selected date range.

Calculation: logged time — non-billable time
Ex. 140h - 20h = 120h

Non-billable time

The amount of time a user logged on non-billable work within the selected date range. This may include meetings, internal projects, or other activities that are not charged to a client.

Calculation: logged time — billable time
Ex. (20h / 120h) x 100 = 25%

Non-billable time %

The percentage of a user's available time that was logged as non-billable within the selected date range.

Calculation: (non-billable time / available time) x 100
Ex. (40h / 160h) x 100 = 25%

Total working hours

The total amount of time a user is contracted for within the selected date range. It includes their available and unavailable time.

Calculation: Based on the user's working hours, as set in their profile settings.

Number of clients

The total number of clients a user worked across within the selected date range.

Calculation: Based on the number of projects the user is involved with in the selected date range.


Advanced columns

✔ These columns are available on Scale subscriptions.

Allocated time

The total amount of time a user was assigned within the selected date range.

The time allocation is helpful in high-level planning to secure a resource for an amount of time before the specific tasks are assigned.

Calculation: Based on the time allocated in the schedule
 

Allocated time %

The percentage of a user's available that has been allocated in the Schedule within the selected date range.

Low values mean that a user's time is not fully allocated, while values over 100$ highlight overscheduling.

Calculation: (allocated time / available time) x 100

Billable target

A user's billable utilization target that a user is expected to achieve within the selected date range. This is customizable per user and can be set in their profile settings.



To update a user's billable utilization target:

  1. Scroll to the relevant user.
  2. Hover over the user's current target percentage (%).
  3. Click the pencil icon.
  4. Switch to the Essential s tab in the user details window.
  5. Navigate to the Billable utilization target field.
  6. Update the user's billable target percentage. The target defaults to 80%.


     
  7. Click Update.

Target met

The percentage of billable utilization a user has achieved compared to the billable target they are expected to reach within the selected date range.

Calculation: ((billable time / available time) / billable target) x 100
Ex. ((20h / 75h) / 80%) * 100 = 33%




Customize report columns

Click the plus icon on header row's right:
  • Show / hide columns: Toggle on (and off) individual property columns you want to show (or hide).
  • Reorder: Click and hold the set of dots on a column heading's left in the dropdown, then drag it to a new position in the list. You can also drag columns directly within the report itself.
  • Resize: Click and hold a column heading's right side, then drag it left or right to extend/reduce the column's width.
  • Sort: Click a column heading to sort the report based on that property. Click the heading again to switch between ascending and descending order.

Date range

Use the date range options in the report's top left to refine the data period reflected in the report.

  1. Click the current date period and select a date range from the dropdown.
  2. Use the arrows to navigate to the previous or next period.
  3. Click This week (or month/quarter) to return to the current period.


Date periods

  • Week / Custom: Focus on an individual week or custom period and view each user's detailed insights across the report's utilization columns (ex. estimated utilization, available time, logged time).
  • Month / Quarter by week / Quarter by month: View users' overall utilization month to month or quarter to quarter. These reports display overall utilization columns 

Search and filter the utilization report


Search

Use the search field in the report's top right to locate a specific person or team's members.

Filter

  1. Click the Filter button in the report's top right.
  2. Select the option you want to filter by (user, role, teams, project, client).
  3. Choose the corresponding filter criteria (ex. "Project ABC," "Project DEF").
  4. Choose additional items to include in the report:
    1. Clients
    2. Completed tasks
    3. Archived projects
  5. Manage filters:
    1. Clear all: Remove all currently applied filter criteria.
    2. Save filter: Save the current criteria for quick application in the future. Access and apply saved filters via the Saved filters option.

The report updates automatically as you apply filter criteria.


Export the utilization report

Export the utilization report to a shareable format.

  1. Click Reports in Teamwork.com's main navigation menu.
  2. Select the Utilization report.
  3. Click the Filter button in the report's top right and choose any relevant criteria you want to filter by. This is optional but allows you to create a tailored report.
  4. Click the ellipsis (...) in the report's top right.
  5. Choose an export format:
    1. PDF
    2. CSV
    3. Excel
    4. Google Sheets 

Elevate

  • Schedule: Schedule the utilization report to generate automatically in the future.

1. Also available on legacy subscriptions: Premium, Enterprise.