Please note: Reports are included with the Blackbelt and Master plans. If you’re a Grasshopper subscriber, upgrade now to gain instant access to these powerful reports.
The Reports section lets you easily view utilization rates, understand how much capacity you have, and really drill down into the numbers.
If you have enabled the approval workflow, you’ll see orange bars in the reports as well as green ones, as shown above. For more information on how the approval workflow affects your reports, check out our article on Navigating the reports with approvals turned on.
The Resources report is displayed by default. To switch between reports, choose Resources, Projects, or Clients in the top left corner.
Click on This Week to select a date range, and toggle between Days and Hours to choose how your data is displayed. By default, there are 8 hours in a day for your people resources and 24 hours in a day for your non-human resources. You can change the number of hours in a day over in your Settings.
At the top of the report you’ll see some headline numbers relating to all the resources you’re reporting on, including the total utilization, overtime, waiting list and time off hours, as well as a breakdown of your billable and non-billable time. This information gives you an overall picture of what’s happening with all of your resources. You can also see these metrics on an individual basis next to each resource.
You can sort column data alphabetically or by clicking on the column heading to arrange by increasing or decreasing values. When you sort by column, the rows of the table reorganize accordingly, which is very useful for capacity planning and seeing which resources are utilized the most and least.
Please note: To ensure the accuracy of reports, your Projects, Clients, and deleted or archived Resources will still appear in all reports that cover any date range during which they were active.
Need to run a utilization report on just one department? Or on one location? Reports offer powerful Filters that work in conjunction with custom fields to help you focus on specific groups of resources.
And if you prefer to crunch the data yourself using a spreadsheet, just click the download button to export your reports in CSV format.
Work and downtime
Resource reports are split into two main categories -
On the Work tab you will see all of the resource’s booking data. The Downtime tab displays a breakdown of every resource’s scheduled time off or downtime. Here, you can track the amount of vacation, sick time or other time off that’s been booked by your team. Clicking on a column will sort resources by that parameter.
Utilization rates are calculated as a proportion of time booked in relation to total time available. You will also see utilization rates based on billable vs. non-billable hours. It's important to note that total time available is reduced by time off. So, if someone has a personal vacation for 2 out of 5 days in a week, and is fully booked for the remaining 3 days, then they would be reported as 100% utilized for that week.
Drill down into resources by clicking on their rows to see a breakdown by Projects and Clients. This is a great way to see if you are over- or under-servicing clients and staying on top of project budgets.
From this drilled down view you can even jump straight to specific reports by clicking on that project or client.
Click on the Downtime tab to see a breakdown of a resource’s downtime. To sort by the type or number of hours just click the Type or Scheduled column headings.
Project and client reports
At the top of the Projects and Clients reports you’ll see the total Scheduled Time as well as the number of hours on the Waiting List for all projects and clients within the specified date range. You’ll also see details of whether those hours are billable or non-billable. Breakdowns of this data are displayed for each project/client below.
You can use Filters to sort projects by specific clients.
Drill down into each project or client by clicking on it. You’ll see a list of Resources booked for that project/client, as well as other data you’ll find useful, such as how many hours each resource has been booked for the project, and what proportion of the booked hours are billable or non-billable.
From this drilled down view you can also click on each Resource to jump directly to their individual report.
Please note: When viewing your report data in Days, numbers will be rounded which can lead to discrepancies between reports. If you need more consistent results, display your reports in Hours instead.