Utilisation Reports

Know who is available, who is overloaded, and where your billable hours actually go

The CrmLeaf Resource Utilization module gives you four lenses on your team (Availability, Capacity, Workload and Timeline), fed by estimates, logged time, shifts, leaves and holidays. The Work Summary report rolls completed time logs into billable-hours KPIs by employee, client and task, with donut charts, a daily-hours bar chart and a drill-down table you can export to PDF. It is a paid add-on module.

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utilisation lenses on the same data
4
utilisation lenses on the same data
Work Summary levels: employee, client, task
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Work Summary levels: employee, client, task
headline KPIs: total, billable, % and amount
4
headline KPIs: total, billable, % and amount
click to export the filtered view to PDF
1
click to export the filtered view to PDF

From scheduling to billing insight

Plan, track, visualise, analyse, act

Reports assemble themselves from the estimates, time logs, shifts and leave your team already records.

  1. Step 01

    Plan

    Set estimates, shifts and leave calendars

  2. Step 02

    Track

    The team logs time against tasks and clients

  3. Step 03

    Visualise

    Four lenses show availability, capacity and workload

  4. Step 04

    Analyse

    Work Summary rolls hours into billable KPIs

  5. Step 05

    Act

    Rebalance workloads, invoice clients, export to PDF

What's inside

Five utilisation capabilities

01

Four Utilisation Lenses

Availability, Capacity, Workload and Timeline views built from estimates, logged time, shifts, leaves and holidays.

See how it works
02

Work Summary Report

A billing and utilisation report rolling completed time logs by employee, client and task.

See how it works
03

KPI Tiles & Charts

Total hours, billable hours, billable % and amount as tiles, donut charts and a daily-hours bar chart.

See how it works
04

Filters & PDF Export

Slice by date range, organisation, employees or client, then export the filtered view to PDF.

See how it works
05

Command Centre Dashboards

Resources and Time & Timesheets dashboards inside Command Centre give you the big picture.

See how it works

In detail

How each capability works

01 / 05

Four Utilisation Lenses

The Resource Utilization module provides four views of your team's capacity and allocation. Each lens draws on the same underlying data (estimates, logged time, configured shifts, approved leaves and company holidays) but presents it from a different angle, so you can answer different questions at a glance.

Availability shows who has open hours, Capacity shows the total hours your team can deliver, Workload compares allocated hours with capacity, and Timeline lays it all out on a calendar so you can spot bottlenecks before they happen.

Built in

  • Availability: who has open hours this week, this month or any custom range
  • Capacity: total deliverable hours based on shifts minus leaves and holidays
  • Workload: allocated hours against capacity, to spot over- and under-utilised staff
  • Timeline: a calendar view of allocation blocks, leaves and holidays
  • Availability lens
  • Capacity lens
  • Workload lens
  • Timeline lens
02 / 05

Work Summary Report

The Work Summary rolls up completed time logs by employee, then by client, then by task. It answers the question every service-business owner asks: where did the billable hours actually go?

Each level of the hierarchy shows the same KPI tiles (total hours, billable hours, billable percentage and billable amount), so you can compare utilisation across people, clients or individual deliverables without switching reports.

Built in

  • Employee level: total and billable hours per team member
  • Client level: hours each employee spent on each client
  • Task level: hours on each task within the client
  • A drill-down table of individual time-log entries with date, duration and notes
  • Employee, client, task hierarchy
  • Billable vs non-billable split
  • Completed time logs only
03 / 05

KPI Tiles & Charts

At the top of the Work Summary, four KPI tiles give you the headline numbers: total hours logged in the period, billable hours, the billable percentage and the billable amount in your base currency. The billable-amount tile is permission-gated, so users without the earnings permission see every other metric but not the money figures.

Below the tiles, donut charts break down hours by employee, client and task. A daily-hours bar chart shows how logged time is distributed across the date range, making unusually low or high days easy to spot.

Built in

  • Donut by employee: who logged the most hours
  • Donut by client: which clients consumed the most time
  • Donut by task: which tasks drove the hours
  • Daily bar chart: hours logged per day across the date range
  • Total hours
  • Billable hours
  • Billable %
  • Billable amount
  • Permission-gated earnings
04 / 05

Filters & PDF Export

Every utilisation view and the Work Summary support the same filter bar: date range, organisation (for multi-entity setups), employees and client. Filters apply instantly to tiles, charts and the drill-down table, so you can narrow from a company-wide quarterly view to one person's hours on one client in two clicks.

Once the view shows the slice you need, export it to PDF with one click. The PDF keeps the KPI tiles, chart summaries and the full drill-down table, ready to attach to an invoice, drop into a board pack or share with a sponsor.

Built in

  • This quarter and all employees: a company-wide utilisation snapshot
  • Last month and one client: a pre-invoice hours audit
  • A custom range and one employee: data for a performance review
  • Year to date and an organisation: an entity-level billing summary
  • Date range
  • Organisation
  • Employee
  • Client
  • PDF export
05 / 05

Command Centre Dashboards

Command Centre includes dashboards for resource and time data. The Resources dashboard gives managers a bird's-eye view of team allocation, availability and workload across all active projects. The Time & Timesheets dashboard surfaces timelog trends, approval bottlenecks and timesheet-compliance metrics.

They complement the detailed Utilisation Reports: the dashboards are for a quick pulse check, and the module is for the deep dive, with filtering, charting and exporting for billing, capacity planning and performance reviews.

Built in

  • Resources dashboard: cross-project allocation at a glance
  • Time & Timesheets: approval queues and compliance trends
  • Utilisation Reports: drill into employee, client and task with full filters
  • Work Summary: billing-grade KPIs with PDF export
  • Resources dashboard
  • Time & Timesheets dashboard
  • Command Centre

Built on the same platform

Utilisation data from the work your team already tracks

The lenses and the Work Summary draw on estimates, time logs, shifts, leaves and holidays that your team already records in CrmLeaf. No extra data entry and no CSV imports: the reports assemble themselves from your operational data.

See Time Tracking
  • EstimatesPlanned hours feed capacity and workload calculations
  • Time LogsCompleted logs power the Work Summary and billable KPIs
  • Shifts & SchedulesConfigured shifts set each employee's available hours
  • Leaves & HolidaysApproved leaves and company holidays reduce available capacity

FAQ

Common questions about CrmLeaf Utilisation Reports

  • The Availability, Capacity, Workload and Timeline lenses draw on estimates, logged time, shifts, leaves and holidays. CrmLeaf combines these automatically, so you never have to export from one screen and paste into another.

Related

Explore further

Time Log ReportBillable and non-billable hoursResource Allocation ReportsCapacity and team efficiencyFinancial ReportsInvoicing, expenses and profitabilityKPI & Custom ReportsBuild the report you need

Stop guessing who is available and where billable hours went

Start a free trial and see your team's availability, capacity and billable utilisation in four lenses and a billing-grade Work Summary, all from data you already track.

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