PSA Tutorial 3 of 8

Set up resource scheduling and utilization reports

Assign your team to projects and turn on the Resource Utilization module to see who's available, who's overbooked, and how workload is trending - before it becomes a delivery problem.

Uses: Projects, Resource Utilization module (paid add-on)Outcome: team assigned with a live utilization view
1

Assign team members to projects

Why it matters: utilization reporting is only as accurate as who's actually assigned to what - this is the baseline data everything else builds on.
  1. Open each active project and go to Members.
  2. Add team members individually, or apply a saved group if the same people work together across engagements.
  3. Assign an admin for each project so escalations have a clear owner.
What you'll see: each project's member list reflects exactly who's staffed on it - the input the utilization module reads from.
2

Enable the Resource Utilization module

Why it matters: this is a paid add-on module - it needs to be turned on before its reporting views appear.
  1. Go to Settings → Modules and confirm Resource Utilization is enabled for your account.
  2. Once enabled, a new Resource Utilization section appears in the main navigation.
Resource Utilization is one of CrmLeaf's paid modules (alongside Payroll, Recruit, Performance, Biometric, and Project Roadmap) - confirm it's included in your plan before relying on it.
What you'll see: the Resource Utilization dashboard becomes accessible from the main menu.
3

Set estimates, shifts & leaves

Why it matters: utilization is calculated from task estimates, logged time, shift schedules, and leave/holiday data together - each of these feeds the same picture.
  1. Add time estimates to tasks where possible, so planned vs. actual can be compared.
  2. Make sure employee shifts are configured under HR, if your team works structured hours.
  3. Confirm leave and holiday calendars are up to date - unaccounted-for leave is a common cause of inaccurate utilization numbers.
What you'll see: utilization calculations that correctly exclude time someone is on leave or holiday.
4

Review the utilization lenses

Why it matters: the module gives you four different views on the same underlying data - knowing which one answers which question saves time.
  1. Availability - who has open capacity right now.
  2. Capacity - how much total bandwidth each person or team has.
  3. Workload - how much is currently assigned to each person relative to their capacity.
  4. Timeline - a forward view of assignments over time, useful for spotting upcoming conflicts.
What you'll see: a dashboard you can filter by person, team, or project, showing utilization percentage and flags for anyone over-allocated.

Tutorial complete

Your team's utilization is now visible in real time. Next, connect this to how proposals turn into staffed projects.

Next: Proposal to Project Workflow

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