The Utilization and Workload reports in Toggl Focus help you understand whether your team is meeting utilization targets and identify who may be under or over utilized.
The two reports combine the available work hours with tracked time and billable time to provide a single view of workload efficiency over time and at the individual level.
Let’s explore them in detail!
Utilization Report
The Utilization Report helps you understand efficiency. It tracks how much of your team’s available capacity is actually being spent on logged work against a defined target.
This report is essential for ensuring your team is billing enough hours or maintaining expected productivity levels.
This report will only report useful data when setting tasks as billable.
The report is separated in to 3 sections
Summary
The top section gives an overview of:
- Work Hours: The total amount of available hours for the whole team, or their Capacity.
- Logged Time: The total number of hours tracked by the team so far.
- Overall Utilization: The percentage of available hours that were actually worked.
- Example: In the screenshot, the team has utilized 43.5 of their time, which is below the Target of 80%.
Chart
The “What is my team’s utilization?” chart helps you compare your team’s actual logged time against your goals.
Reading the Lines
- The Blue Dashed Line (Target): This represents your goal (e.g., 80%). This is the benchmark your team would ideally reach.
- The Solid Line (Actual): This tracks the daily utilization percentage.
- Gap Analysis: The space between the solid line and the dashed target line represents under-utilization. If the solid line is far below the dashed line, your team has not been tracking their time against billable tasks.
Team Breakdown
“Who is under utilized?”
The bottom table breaks down the percentage of billable hours logged by individual member. Unlike the Workload report which shows hours, this view uses percentages to standardize metrics regardless of how many hours a person is contracted to work.
Only users with Manager or Admin rights can see other members in this report.
The Metrics
- Daily Percentages: Shows what % of that day’s capacity was utilized.
- Note: It is possible to go over 100%.
- Total Column: The average utilization for the selected period.
Color Coding & Alerts
This report uses color to highlight under-utilization (people who need more billable work):
- Red Cells: Red indicates a metric that is Below Target (<80%). This draws your eye to days or weeks where a member was not fully utilized.
Special Statuses
- “Nothing but rest” or “-”: You may see a palm tree icon or a dash. This indicates days where a team member has logged time off.
Workload Report
The Workload Report is designed to give you a clear, visual overview of how your team is tracking against their weekly goals. It helps managers and team leads identify who has capacity to spare and who is working over time.
Each member can customize their own work hours and schedule from their Settings page.
The report is separated in 3 sections:
Summary
At the top of the report, you will see a high-level snapshot for the selected period:
- Work Hours: The total amount of available hours for the whole team, or their Capacity.
- Logged Time: The total number of hours tracked by the team in this period.
- Remaining hours: The difference between available hours and logged time.
Chart
Understanding the chart colors:
- Light Blue (Work Hours): This represents the expected capacity for the day. For example, if a user configured a 6-hour working day, the light blue bar will reach the 6-hour mark.
- Dark Blue (Logged Time): This represents the actual hours logged. If a user logs 5 hours, the dark blue bar fills up to that point.
- Red (Overtime/Overworked): If a user logs more time than they were scheduled to (e.g., logging 9 hours on an 8-hour day), the excess time will appear in red, alerting you to of overtime.
Team breakdown
The bottom section provides a detailed breakdown per team member. This table helps you understand the team workload at a glance.
Only users with Manager or Admin rights can see other members in this report.
The Metrics
- Daily Columns (Mon-Fri): Shows the number of hours that team member logged on that day.
- Total Column: Shows the member’s total time logged for the week against their weekly capacity (e.g., “17h of 10h”).
How to get the best out of the workload report
Looking at this report on a weekly basis will allow you to quickly understand the status of your team and spot overvowk or extra capacity.