Team Utilization Report

How to measure team utilization rates, compare scheduled hours to available capacity, and optimize workforce allocation.

Written by Julian ParkUpdated over a month ago3 min readBeginner

What this guide covers

This guide explains the team utilization report, which measures how much of your team's available time is spent on scheduled work. You will learn how to read utilization rates, spot underutilization and overallocation, and balance workloads.

Before you begin

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Utilization is calculated by comparing scheduled job hours to available working hours (based on your business hours settings).

Understanding utilization rate

Utilization rate = (Scheduled hours / Available hours) x 100

A rate of 80% means the team member has jobs filling 80% of their working hours. The remaining 20% is available for unscheduled work, travel, or breaks.

Screenshot: The team utilization report showing a bar chart with each team member's utilization percentage, color-coded green (healthy), yellow (over 90%), and red (over 100%).

Step 1: Open the report

Navigate to /reporting.
Click the Team tab.
Select Utilization from the sub-menu.

Step 2: Read the utilization chart

Each bar represents a team member. The chart is color-coded:

Green (60-85%) -- healthy utilization range.
Yellow (85-100%) -- approaching capacity.
Red (100%+) -- overallocated, at risk of burnout or missed jobs.
Gray (below 60%) -- underutilized, capacity available.

Step 3: Drill into individual schedules

Click a team member's bar to see their daily schedule breakdown for the selected period. This shows which days were overloaded and which had spare capacity.

Animation: Clicking on a team member's bar to reveal a daily heatmap showing their scheduled hours for each day of the selected week.

Step 4: Rebalance workloads

Use the insights from this report to:

Move jobs from overallocated team members to those with capacity.
Adjust business hours settings if utilization is consistently too high or too low across the board.
Plan hiring if the entire team is consistently above 90%.

Tip: Aim for 75-85% utilization. This leaves buffer for travel time, unexpected delays, and emergency jobs without burning out your team.

Best practices

Review weekly. Weekly utilization checks help you rebalance before problems compound.
Pair with performance data. High utilization with low completion rates may signal unrealistic scheduling.
Track trends over months. Consistently rising utilization without new hires is a leading indicator of burnout.

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