Navigating The Reports
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, shows your planned vs. actual hours and really drill down into the numbers.
Understanding Rows and Columns
You can click on any row to drill deeper into the data.
Rows control the primary level of data shown in your report—such as People, Projects, Clients or Activity Types.
At each subsequent level, you can sort and filter data just as you would in the main view.
You can:
Choose which entity appears as a row (e.g., Person or Resource).
Add drilldowns (e.g., Person → Client → Project → Activity Type).
Rearrange row hierarchy by dragging them up or down in the Rows menu.
Columns define what information appears for each row. You can:
Add or remove columns such as Booked Time, Effective Capacity, Utilization, or Billable Value and much more.
Use search to quickly find specific fields.
Sort by any column to rank or compare.
Column Glossary
Budget, Used The total amount of budget "spent" so far. | If actual time has been logged, we calculate based on Actuals. If not, we fall back to Booked time. This helps you stay on top of project costs as work progresses. |
Budget, Remaining Calculated as: Budget - Budget, Used | The remaining budget left for this project as of today and ignoring future hours. Use this to track how much future budget you have left. |
Budget, Projected Variance Calculated as: Budget - (Budget Used + Future Scheduled) | A forward-looking projection of your budget usage based on budget used to date and future scheduled hours. |
Effective Capacity | The actual availability for the period, factoring in things like holidays, leave, and other time off. This is the most accurate reflection of how much time your team really had to work with. |
Normal Capacity | The normal availability for the period based on your team’s regular working hours. This is your baseline for planning. |
Capacity Variance Calculated as: Effective Capacity - Normal Capacity | Shows the difference between what was expected and what was actually available. Positive? You had extra availability. Negative? Someone took time off or reduced their hours. |
Remaining Capacity Calculated as: Effective Capacity - Total, Scheduled | How much availability is left once scheduled time is subtracted. Use this to spot who still has time to take on more work. |
Scheduled Utilization Calculated as: (Total, Scheduled ÷ Effective Capacity) × 100 | The percentage of your team’s available time that has been scheduled. A quick way to spot over- or under-utilization. Note: If you have Placeholder time included this can skew your utilization metric as they have Scheduled time without availability. |
Actual Utilization Calculated as: (Total, Actual ÷ Effective Capacity) × 100 | The percentage of available time that’s been actually worked (logged). Useful for tracking real-world efficiency. |
Scheduled Billable Utilization Calculated as: (Billable, Scheduled ÷ Effective Capacity) × 100 | The percentage of your team’s available time that has been scheduled with billable work. Useful for forecasting efficiency. |
Actual Billable Utilization Calculated as: (Billable, Actual ÷ Effective Capacity) × 100 | The percentage of your team’s available time that has been logged to billable work. Shows how well you’re turning team effort into billable hours. |
Scheduled | An aggregation of types of bookings. You can customise this in Options on the reports control bar to include (or not) Booked Time, Tentative Time, Time Pending Approval and Time On The Waiting List. You can use this to calculate your scheduled hours and utilization in different scenarios. |
Time Variance Calculated as: Actual Time - Scheduled Time | The difference between what was planned (Scheduled) and what was actually logged. Helpful for identifying overruns or under-deliveries. |
Value, Scheduled Time | The estimated value of the work you have scheduled. Use this to forecast potential revenue based on the schedule. Uses resource rates and billable scheduled time to calculate an overall monetary value. |
Value, Booked Time | The estimated value of the work you have Booked. Uses resource rates and billable Booked time to calculate an overall monetary value. |
Value, Actual | The estimated value of time logged. Uses rates and logged time to calculate an overall monetary value. |
Value, Variance Calculated as: Value, Actual - Value, Scheduled Time | The difference between the value of Scheduled time and what was actually delivered (in financial terms). |
Adjusting the Date Range
Use the date picker in the top-right to select a timeframe:
Choose from presets like This Week, Last Month, etc.
Or define a custom range.
Managing What is Included as Scheduled Time
Click on Options to show your time in Days or Hours. You have flexible control over what booking states count as "Scheduled Time."
By default, Scheduled Time = Booked Time, but you can include:
Tentative Time.
Pending Approval Time if you’re using the Approval Workflow.
Time on the Waiting List.
This lets you model different staffing and resourcing scenarios directly in the report.
Metrics like Scheduled Utilization and Remaining Capacity are based on this custom definition of Scheduled Time.
How Placeholder Time Affects Utilization
Placeholder resources can have time booked against them, but they always have 0h availability. Any time booked against them can artificially inflate utilization metrics, since utilization is calculated as time booked divided by availability. Including placeholder time can inflate utilization rates above 100%.
If this happens:
An exclamation icon will appear on any cell with an inflated metric
You can filter out placeholders to return to accurate numbers
Apply Filters to Your Reports
Filters help you narrow your view to specific people, teams, departments, or custom fields. You can also filter by people booked on certain projects or clients.
Filters work the same as in the Schedule view.
Saved views are shared across Reports and the Schedule. Only Saved Views that include Filters will appear in Reports.
You can update filters in either place and see changes reflected across both.
Saving and Managing Custom Reports
Once you've configured your report exactly how you want it—rows, columns, sorting, and time settings—you can save it as a custom report to quickly return to it later.
What’s saved in a custom report:
Row setup (e.g., People, Projects, Clients)
Column selection (e.g., Booked Time, Utilization, Revenue)
Sort order (e.g., by Utilization % or Capacity)
Time type settings (e.g., whether Scheduled Time includes tentative hours)
Date range (relative, like “This Week”, or a specific period)
Note: Filters are not saved here. Filters (to show specific people or non-human resources, projects or clients) are managed separately in the Filter Panel.
This means you can apply your favorite view setup and layer on different filters as needed, without affecting the underlying custom report structure.
Custom report examples:
"Team Capacity (Weekly)" Report
Filter by a specific department in the Filter panel, or enable the Department column to view all departments.
Enable the following columns:
Capacity: Effective Capacity
Utilization: Scheduled Utilization
Total Time: Booked Total
Select a relevant date range for your reporting period.
"Project Overview" Report
Filter by specific projects in the Filter panel, or set rows to display Projects per Client.
Enable the following columns:
Total Time: Scheduled Total
Financial: Actual, Variance, and Value
"Department Utilization Drilldown Comparison" Report
Create two custom reports to compare forecasted and actual utilization:
Scheduled Utilization Report:
Enable the custom field column on Person/Resource: Department
Or filter by a specific department in the Filter panel
Add the column: Utilization: Scheduled Utilization
Actual Utilization Report (for teams using Timesheets):
Use the same department setup as above
Add the column: Utilization: Actual Utilization
Use these two reports side by side to compare a team's scheduled utilization versus their actual logged hours.
Saving your view:
Configure your report as explained above (rows, columns, sort, time settings)
Click Save View
Give your view a descriptive name
Your saved reports will then appear in your navigation sidebar next to Default Report.
Exporting Report Data
Use the Export button to export your report as a CSV file.
The export will include only the rows and columns currently shown
Note: Capacity columns will only export when Person/Resource is selected.
Learn more
Capacity planning
Using the downloaded reports
Filtering report