This app contains dashboards that use data from time entries to calculate a team's Utilization, Realization, and Billable Utilization. The different widgets included in this suite will help Business Owners and Service Managers reach their target utilization and answer questions such as:
- Are your team members recording their time entries correctly?
- Is your team working on too many internal or non-billable tickets?
- Is your team's workload managed effectively?
List of Dashboards and Descriptions
| Dashboard Name | Description |
| Team Utilization - Summary | This dashboard shows key team metrics and highlights the Utilization, Realization, and Billable Utilization for the selected date range. It also has column charts showing the monthly trend for these metrics over the last 12 months. |
| Team Utilization - Comparison | This dashboard contains a table that shows a breakdown of KPIs on a per-technician level to allow managers to review the performance of specific teams or individuals. It also has graphs that show the top technicians/teams based on utilized and realized hours. |
| Team Utilization - Compare Periods | This dashboard has two similar tables showing the breakdown of KPIs on a per-technician level to allow the comparison of an individual's utilization with other members or across different periods. |
| Team Utilization - Compare Teams | This dashboard has two similar tables showing the per-team breakdown of KPIs to compare a team's utilization across different periods or against other teams. |
| Team Utilization - Work Category | This dashboard shows recorded hours for each Work Category and Business Unit on a per-team or technician level. |
| Team Utilization - Non-Billable Time | This dashboard gives a complete breakdown of time entries tagged as Do Not Bill or No Charge on a per-team and technician level. It also shows the proportion of non-billable time recorded against customer and internal teams. |
| Team Utilization - Daily Time Span | This dashboard compares the computed Total Daily Span (hours spent by a technician) and Total Labor Hours (hours logged for work by a technician). |
| Team Utilization - Daily Chart | This dashboard shows the daily average and trend for the KPIs Utilization, Realization, Billable Utilization, Do Not Bill, and No Charge. |
| Team Utilization - Weekly Chart | This dashboard shows the weekly average and trend for the KPIs Utilization, Realization, Billable Utilization, Do Not Bill, and No Charge. |
| Team Utilization - Non-Business Hours | This dashboard breaks down Time Entries under Non-Business Hours on a per-technician and date entry level. |
| (SETTINGS) Autotask Settings for App Packages |
This contains settings for dashboards under the Financial and Team Utilization suites for Autotask Integration. For Team Utilization, users can select the companies that should be tagged as internal and assign teams to technicians. |
Terms and Calculations
| Term |
Definition/Calculation |
| Available Hours | Resources' daily availability as set in the Autotask Team Utilization Settings |
| Staff Available Hours | Available Hours less total hours worked on time entries with these time entry types: 'PaidTimeOff', 'PersonalTime', 'SickTime', and 'VacationTime' |
| Staff Billable Days | Staff Available Hours divided by 8 hours. This is used to compute for utilized/day, realized/day, and billable utilized/day. |
| Utilized Hours | Hours worked excluding hours from time entries with these time entry types: 'PaidTimeOff', 'PersonalTime', 'SickTime', and 'VacationTime' |
| Utilization % | Utilized Hours / Staff Available Hours |
| Realized Hours | Utilized Hours excluding time entries against internal companies |
| Realization % | Realized / Staff Available Hours |
| Billable Utilized Hours | Realized Hours that are billable |
| Billable Utilization % | Billable hours / Staff Available Hours |
| PTO |
Hours worked from time entries with PTO work types as set in the Autotask Team Utilization Settings |
| Invoiceable | Realized Hours without a contract, but shown on the invoice |
| Do Not Bill | Non-billable utilized hours, excluding hours from time entries the 'CompanyTask' time entry type. |
| No Charge | Do Not Bill hours that are shown on the invoice |
| Business Hours |
Hours worked within business hours (8:00 AM to 5:00 PM) |
| Non-Business Hours | Hours worked outside business hours (8:00 AM to 5:00 PM) |
| Daily Span | The duration from the earliest start time to the latest end time of all time entries within the day for each resource |
| Labor Hours |
Hours worked from time entries |
Team Utilization Suite for Autotask Dashboards
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Team Utilization - Summary Dashboard
The Summary dashboard shows key team metrics and highlights the Utilization, Realization, and Billable Utilization for the selected date range. It also has column charts showing the monthly trend for these metrics over the last 12 months.
The slicers are Team, Member, and Date Range.
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Team Utilization - Comparison Dashboard
This dashboard contains a table that shows a breakdown of KPIs on a per-technician level to allow managers to review the performance of specific teams/individuals. It also has graphs showing the top technicians/teams for utilized and realized hours.
The slicers are Team, Member, Department, and Date Range.
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Team Utilization - Compare Periods Dashboard
This dashboard has two similar tables showing the breakdown of KPIs on a per-technician level to allow users to compare an individual's utilization across different periods or against other members.
The slicers are Deaprtment, Team, Member, and a Pre-Period and Post-Period date range.
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Team Utilization - Compare Teams Dashboard
This dashboard has two similar tables showing the per-team breakdown of KPIs allowing users to compare a team's utilization across different periods or against other teams.
The slicers are Team, Member, and and a Pre-Period and Post-Period date range.
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Team Utilization - Work Category Dashboard
This dashboard shows recorded hours for each Work Category and Business Unit on a per-team or technician level.
The slicers are Department, Team, Member, and Date Range.
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Team Utilization - Non-Billable Time Dashboard
This dashboard gives a complete breakdown of time entries tagged as Do Not Bill or No Charge on a per-team and technician level. It also shows the proportion of non-billable time recorded against customer and internal teams.
The slicers are Department, Team, Member, and Date Range.
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Team Utilization - Daily Time Span Dashboard
This dashboard compares the computed Total Daily Span (hours spent by a technician) and Total Labor Hours (hours logged for work by a technician).
The available slicers are Team, Member, and Date Range.
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Team Utilization - Daily Chart Dashboard
This dashboard shows the daily average and trend for the KPIs Utilization, Realization, Billable Utilization, Do Not Bill, and No Charge. The slicers are Department, Team, Member, and Date Range.
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Team Utilization - Weekly Chart Dashboard
This dashboard shows the weekly average and trend for the KPIs Utilization, Realization, Billable Utilization, Do Not Bill, and No Charge.
The slicers are Department, Team, Member, and Date Range.
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Team Utilization - Non-Business Hours Dashboard
This dashboard breaks down Time Entries under Non-Business Hours on a per-technician and date entry level.
The slicers are the Team, Member, and Date Range.
Autotask Team Utilization App Settings
You can modify and customize the data shown in the Team Utilization Suite dashboards from the app's Settings section. Open the Team Utilization Suite app, go to Settings, > Autotask Team Utilization Settings and modify the following:
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- Internal Company - This setting allows users to select which company should be tagged as internal. These companies will not be included in the computation of Realized Hours.
- PTO Work Types - Select the appropriate work types.
- Resources - You can include all or select Resources or Resource Roles in the data.
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Teams and Members - Add teams and assign resources to each.