Utilisation report

The utilisation report shows how each person’s available hours were spent: on billable work, non-billable work and time entered in Autotask, against the hours they had after leave and public holidays.

Anyone with a Planner seat sees everyone (a project manager needs a Planner seat for this too). Everyone else with a seat sees their own utilisation only.

Where the hours come from

Source	Counted as
Time logged in ProjectSmith (My time) and approved	Billable or non-billable, from the entry’s billable tick
Time logged in ProjectSmith and submitted, not yet approved	Shown as awaiting approval, not counted
Draft or rejected time	Not counted
Time entered in Autotask against tickets, or against project tasks outside ProjectSmith	Autotask time

Autotask time appears once your workspace’s Autotask connector is on. Nothing is counted twice: time approved in ProjectSmith and written to Autotask is recognised and counted once.

Capacity is the person’s weekly capacity spread over Monday to Friday, less approved leave (half days count half) and their region’s approved public holidays. Days still to come have no capacity yet, so a month in progress isn’t dragged down by the days left in it. Someone who joined part way through a period counts from the day they joined.

• Utilisation is all Autotask ticket hours (billable or not) plus billable project hours, divided by capacity. Non-billable project hours are shown but not counted.
• Productive is billable, non-billable and Autotask hours divided by capacity.

The team row adds everyone’s hours up first and then divides, so it is not an average of people’s percentages.

Read the report

1. Go to Reports > Utilisation.
2. Choose the dates under From and To (this month to start; up to 366 days), and Day, Week or Month for the columns.
3. Planners can narrow it to one person, one project or one client. A project or client filter counts only the hours on that work and lists only the people who have some; capacity stays each person’s whole capacity.

Each cell shows the utilisation percentage, the hours recorded and a bar split into billable, non-billable, Autotask time, leave and holidays, and available hours. Hover over a cell for every number, including time still awaiting approval. A dash means there was no capacity in that period, for example a week of leave.

Screenshot placeholder: the utilisation report by week, with one person's drill-down open.

Drill into a person

Select a person’s name to open the breakdown for the dates shown: their utilisation and capacity, days off, every ProjectSmith entry behind the numbers (draft and submitted entries are listed but marked as not counted) and their Autotask time. Export entries downloads those entries as CSV.

Export

Choose Export CSV to download the current view, one row per person per period plus a total for each person and the team, with capacity, billable, non-billable, Autotask, awaiting-approval, leave, holiday and available hours and both percentages. The file opens directly in Excel. Every export is recorded in the workspace’s audit log.

Reading it well

• Low utilisation isn’t always idle time. Time that hasn’t been submitted and approved doesn’t count yet. Check the week has been approved before drawing conclusions.
• Very high utilisation (well over 100 percent) usually means overtime, or time logged on the wrong day.
• People who have left appear only when they have hours in the range, and count up to their last day with time.

Common questions

Why does someone’s number differ from Autotask’s own reports? ProjectSmith counts against capacity after leave and public holidays, counts ProjectSmith time only once it’s approved, and uses the weekly capacity set on the person in Settings > Users.

Why can’t I see my teammates? Only people with a Planner seat see the whole team. Ask your workspace Owner for a Planner seat if you need it.

Why is a week in the future empty? Future days have no capacity until they arrive; only leave and holidays already booked show there.