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Resource capacity and utilization report
Resource capacity and utilization report

The utilization report will help you understand how utilized your resources are based on their Appointedd working hours and booked time.

Ruta Vareikaite avatar
Written by Ruta Vareikaite
Updated over a week ago

🌍 Overview

The utilization and capacity report can be viewed across all resources and resource groups or filtered out to see the utilization only for specific resources or resource groups.

Resource utilization and capacity are calculated based on the overall resource working hours and booked time on Appointedd.❗️Nothing else that affects availability (external events, service schedules, assets, etc) is taken into account.

Service buffers are attached to the service duration and regarded as ‘booked time’ if they fall within the resources' working hours.

❗️Please note, the utilization report will only be visible to standard and admin users.

👀 How to view the report?

🧑🏽‍💻 Accessing the report

There are three ways to access the utilization report:

  1. Go to the Data tab on your account and select Resource Utilization report;

  2. Go to the Setup tab → Manage resources → click on the Utilization report on a selected resource.

  3. You can access it directly from your calendar view (located in the right upper corner next to the filer icon).

You will be presented with a monthly calendar view of the resource utilization. You can switch between months and years by using the left and right arrows or clicking on the month/year.

🛠️ Managing the view

There are two formats that you can switch between: calendar view and table view.

Calendar view

In the calendar view, you will see the total booked time and resources’ utilization per day within a selected month. The utilization is expressed as percentage, which is also represented in a bar format.

The no availability blocks will show when there are no working hours added for that specific day.

In this calendar view you can also click on a specific day to see the breakdown per resource only on that day.

Table view

In the table view, you can see the total breakdown per month, per resource, which includes:

  • The resource name;

  • The overall capacity - total working hours on Appointedd;

  • Total booked time - bookings and buffers on Appointedd ;

  • Utilization percentage - calculated based on working hours and booked time;

  • Bookings - total number of bookings.

The summary view

In the right upper corner, you can see the summary of how many bookings have been made per selected month, as well as the overall utilization across all selected resources.

📌 How to apply filters

On the right hand side of the utilization report page you can see some additional filters that can be applied to help you see the most relevant information.

Here you can filter by specific resource(s) or resource group(s).

You can also tick the Subtract resource blocked time checkbox, which will take the Appointedd ad-hoc blocks on your resources’ calendars into the account, treating it as unavailable time.

⬇️ How to download the report

Click on the Export data button in the right upper corner to download a csv file. This csv file will include the full month’s worth of information, based on the currently selected filters, which will display the utilization information per day only for those resources that have bookings in their Appointedd calendars.

⚙️ What happens if I change resources' working hours?

Changing the historic schedules on your resource working hours page would affect the utilization reports. That's why we have added a checkbox which will allow you to decide whether you wish to preserve any historic data or apply changes across all related occurrences anyway.

This new preserve historic schedule occurrences checkbox will only appear for recurring schedules whenever multiple occurrences are about to be edited or deleted.

The checkbox is automatically ticked if the selected schedule is ongoing or in the future.

The checkbox is not automatically ticked if the selected schedule is in the past.

We would love to hear any feedback 👂

Keywords: utilise, utilisation, utilize

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