Using the Downloaded Reports

If you like crunching your numbers in a spreadsheet, you can do that by downloading your reports in XLSX/CSV format. When you download your reports, we’ll also send you five CSV files of raw data. Make sure you’ve set the date range you require and that you’ve applied any relevant filters before you click the download icon.
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You will receive a link via email from which six reports can be downloaded;

1. Availability Data (CSV)

2. Bookings Data (CSV)

3. Downtime Data (CSV)

4. Resource Data (CSV)

5. Utilization Data

6. Resource Guru  Report (XLSX)

Custom field data for bookings, projects and clients is displayed in the Bookings Data CSV and the Bookings Data tab of the main XLSX spreadsheet.

The XLSX and CSV files contain the same data set, but the XLSX spreadsheet contains additional worksheets built on top of the raw data to provide a better summary and useful information at a glance.
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When you open the XLSX file, you'll see an Introduction which contains a basic description of the contents of the file and how to use it, along with links to supplemental information that we've provided to help you make the most of the spreadsheet.
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The Introduction is followed by a Table of Contents, which allows you to easily navigate between the worksheets.
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The list of worksheets (highlighted in green) contain the following pivot tables:

• Resources Confirmed: daily bookings for individuals, in hours.

• Resources Tentative: daily tentative bookings for individuals, in hours.

• Resources Overtime: daily booked overtime for individuals, in hours.

• Resources Waiting List: daily waiting list for individual resources, in hours.

• Resources Unscheduled: daily unscheduled time for individuals, in hours.

• Resources Availability: daily availability for individuals, in hours.

• Utilization (Total): daily utilization for individuals, in percentage.

• Utilization Breakdown: daily utilization for individuals, in percentage, segmented by approved/pending status and billable/non-billable.

• Resources Downtime: daily downtime for individuals.

• Projects Confirmed: daily bookings assigned to a project, in hours.

• Projects Tentative: daily tentative bookings assigned to a project.

• Projects Waiting List: daily waiting list for individual projects.

• Clients Confirmed: daily bookings assigned to a client.

• Client Tentative: daily tentative bookings assigned to a client.

• Clients Waiting List: daily waiting list for individual clients.

Those sheets are derived from raw data contained in the last three worksheets in the workbook:

• Data - Bookings: bookings aggregated by each Person or Resource, Project, Client and day

• Data - Availability: availability, overtime and unscheduled time for each resource by day

• Data - Downtime: aggregated downtime by each Resource, Downtime type and day

• Data - Utilization: aggregated utilization data broken down by hours/days and billable/approval statuses

• Data - Resources: resource details including ID numbers, names, email address, resource type and custom fields

Pivot tables are tables that recalculate automatically based on the filters and metrics that you select and the raw data contained in the workbook. The worksheets marked in green contain the pivot tables that we've configured for you. You can modify them or create pivot tables from scratch by choosing one of the data sheets as the data sources. 

Once you're satisfied with the data, you can copy/paste the data into other applications for further styling and editing.
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Pivot tables are supported in Microsoft Excel, Google Sheets, and LibreOffice. For large data sets, we recommend using Excel, as that is the only application we've tested that can handle them reasonably well. Applications which cannot show pivot tables will still be able to display the raw data.
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In this guide, we'll show you how you can navigate the various options available and use pivot tables in Excel to customize the views.

When a pivot table is selected, Excel shows the Pivot Table Fields pane on the right edge of the window (highlighted above). This pane allows you to choose which data values you want to show across rows, columns, and as values within the cells.
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In this example, the Resources pivot table shows days in columns, grouped by month and year. Similarly, the resources are shown in rows with approved/pending status and billable/non-billable breakdowns. The values shown in the table are the sum of hours booked for that particular day and resource.

When we provide more than one value per row or column, you can collapse the value down to see the summary across that entire group of values by clicking the [-] button next to the row or column group.
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When the row is collapsed, it will show a summary for that group, adding up all approved and pending hours for that particular resource in billable and non-billable.

This example shows how to collapse and expand a column group, and sum up values that belong to the same month. You could also do the same using the year column group, which would sum up all the dates belonging to the same year.

If, for example, we did not care about the Date in the Booked Hours report, we can remove the Date field from the Rows box in the Pivot Table Fields pane.

This will remove the Date breakdown in the pivot table. We're now left with a table that shows the total number of booked hours for each resource, per month.

Let's say that we wanted to report the hours booked for each resource per week. We'll start with the default pivot table in the Resources worksheet as a base.

First, we'll drag and drop the Week Number field below the Date field in the Columns box.

Since we don't care about the day, month and year, we'll remove those fields by either selecting the Remove field option or by dragging the fields out of the Columns box.

We also want to remove the billable/non-billable breakdown, Years, Quarters, Months and Approval Status in rows, so let's remove these fields in the Rows box.

This leaves us with a table that displays week numbers in columns and resources in rows, summing up each resource's weekly booked hours.

If we wanted to change our table to show the booked time expressed in days rather than hours (taking into account the individual resource's configured hours per day), we can replace the Hours field with Days in the Values box in the Pivot Table Fields pane.

The table is now recalculated to display a weekly summary with days booked instead of hours.

If we wanted to limit the data set to a specific set of values, we can add those fields to the Filters box. The Resources Confirmed worksheet contains a pivot table with the bookings filtered by their Confirmed field value, showing only those bookings which aren't on the waiting list or tentative.

To display bookings that are on the waiting list or tentative, you can select the Waiting or Tentative value in the filter dropdown.
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You can also add other fields, including custom fields, to the Filters box by dragging them from the fields list in the Pivot Table Fields pane should you need them.

Here, we’re using a custom field called “Location” to filter to resources in South Africa by dragging the field name into the Filters pane.

Please note that this type of filtering only really works if you are filtering by a field where each resource is assigned only one of the values from that field. For example, if each resource is assigned with only one location. If you have a “Skills” field where a resource could have multiple skills assigned to them, eg Photoshop, Illustration and Animation, then you will not be able to effectively filter in this way.

Navigating Reports
Filtering Reports
Using Date Ranges in Reports