Calculation logic
For anyone who wants the exact details: formulas, calculation paths and special cases.
Base formula
Utilization % = (Total demand / Total available capacity) × 100
Total demand = Planned work + Vacancy bookings + Absences
- Planned work (regular employees only): all project and service-order bookings, info bookings with disposition rate > 0%.
- Vacancy bookings: assignments without a named person.
- Absences: holidays, sickness and other absences.
Total available capacity = sum of stored target hours. If target hours are missing for Saturday or Sunday, the day's capacity is taken as the average of the weekdays.
Step-by-step example
5 employees on Monday, 8 h target each → capacity 40 h.
| Person | Booking |
|---|---|
| A | 8 h project A |
| B | 6 h project B |
| C | 8 h absence (holiday) |
| D | 4 h project C |
| E | 8 h project D |
| Vacancy | 8 h project D |
Calculation:
- Planned work = 8 + 6 + 4 + 8 = 26 h
- Absences = 8 h
- Vacancies = 8 h
- Total demand = 26 + 8 + 8 = 42 h
- Utilization = (42 / 40) × 100 = 105%
Result: team is 5% overbooked for that day.
Further metrics:
- Available after planned work = 40 - 26 - 8 = 6 h → vacancies (available) = 6 h
- Free capacity =
max(0, 6 - 8)= 0 h (negative capacity is shown as 0; the person is full or overbooked) - Missing capacity =
abs(min(0, 6 - 8))= 2 h → vacancies (missing) = 2 h
Reading: the 6 available hours cover 6 of 8 vacancy hours. In the chart: 6 h vacancy (available) + 2 h vacancy (missing).
Utilization formulas
| Quantity | Description | Formula | Example |
|---|---|---|---|
| Man-hours (MH) | Sum of all planned hours of a person (absolute) | = ∑ booking durations on a day | 2.5 h + 5 h + 1.5 h = 9 h |
| Man-days | Daily utilization of a person (relative) | = (MH / target hours) × 100 | (9/8) × 100 = 112.5% |
| Man-days workforce | Utilization in day / week / month view | = (∑ MH) / (target time × headcount) × 100 | (8+9+7+10) / (4×8) × 100 = 106.25% |
| Man-weeks | Weekly utilization of a person | = (MH1..MH5) / (TA1..TA5) × 100 | (8+7+9+8+10) / (5×8) × 100 = 105% |
| Man-weeks workforce | Utilization in the year view | like man-weeks, summed over all people | With 2 people: ((8+9)+(8+8)..)/((2×8)×5) × 100 = 102.5% |
Weekend work
When no target hours are stored for Saturday / Sunday (recommended) but work still happens, the average of the weekdays is used as the reference. The result is automatically over 100%. Without a booking, the day shows 0% (and is not displayed in the week / month view). The hours feed into the weekly utilization of the month and year views.
Example:
| (h) | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|
| Planned work | 8 | 10 | 6 | 8 | 8 | 4 | 0 |
| Target time | 8 | 8 | 8 | 8 | 8 | 0 | 0 |
| Daily utilization | 100% | 125% | 75% | 100% | 100% | 150% | 0% |
- Saturday: weekday average = 8 h.
1 + (4/8) = 150%. - Sunday: no booking → 0%.
Special cases
- Weekends: any booking results in utilization above 100% because no target time is normally stored.
- Part-time: the level of employment is currently not factored in directly. Best practice: top up the reduced level to 100% via absences.
- Temporary staff: shown separately and not counted toward the utilization of the regular workforce.