Capacity Utilisation (Team & Financial tabs)
Overview
Capacity Utilisation is an on-demand panel inside the Team and Financial tabs in Reporting & Intelligence - it is not its own top-level tab. It shows how your team members' hours and your resources' time are being used, where the gaps are, and what they're costing you in revenue. It unifies team members and resources into a single view because both consume time slots from your business day and both have working hours templates.
This is an on-demand analysis - click Run Capacity Analysis to generate the results. The analysis fetches your appointments for the selected date range plus 90 days of forward bookings, then computes utilisation per entity.
Key Metrics
Four headline KPIs appear at the top:
Metric | What It Shows |
Average utilisation | Mean utilisation across all team members and resources that have working hours configured |
Hours booked | Total booked hours in the period, shown against total available hours |
Idle hours | Unbooked hours across all team members and resources combined |
Idle revenue opportunity | Estimated additional revenue if idle slots were filled at the current revenue-per-hour rate |
Colour coding: utilisation below 50% shows amber, above 85% shows red (risk of overwork or bottleneck), and 50-85% shows green.
Filters
Use the filter pills to narrow the view:
All - Show both team members and resources together
Team only - Show team members only
Resources only - Show resources only (locations, rooms, equipment)
A dropdown lets you drill into a single entity (e.g. one specific team member or one specific room).
Suggested Actions
When the analysis identifies actionable patterns, the "What to do about it" section appears with insight cards. These can include:
Under-utilised entities - Flags team members or resources below 80% utilisation with the estimated revenue lift from filling those gaps
Over-stretched entities - Warns when someone or something is above 90% utilisation, highlighting burnout risk (team) or bottleneck risk (resources)
Day-of-week imbalance - Identifies when your busiest entity has a large gap between their quietest and busiest days, suggesting targeted promotions to shift demand
Capacity Matrix
A detailed table listing every team member and resource:
Column | What It Shows |
Team / Resource | Name with an icon indicating team member (person) or resource (building) |
Hours used | Booked hours in the period |
Available | Total available hours from working hours template |
Utilisation | Percentage badge, colour-coded: green (60-90%), amber (30-60%), red (below 30% or above 90%) |
Idle | Unbooked hours (available minus booked) |
Revenue / hr | Revenue divided by booked hours |
Idle opportunity | Idle hours multiplied by revenue per hour |
Entities without a working hours template show "No template" instead of a utilisation percentage. Set their working hours to unlock utilisation analysis.
How Utilisation Is Calculated
Utilisation = (booked hours / available hours) x 100, capped at 100%.
Booked hours are derived from appointment service lines assigned to the team member or resource. Cancelled and declined appointments are excluded.
Available hours come from the entity's working hours template. The template's per-day shifts are multiplied by the number of matching days in the selected period.
Resources with parallel capacity (e.g. a daycare room that holds 12 dogs) have their available hours multiplied by their capacity setting, so a 10-hour day with capacity 12 yields 120 pet-hours of availability rather than 10.
Utilisation by Day of Week
A heatmap showing utilisation broken down by day (Sunday through Saturday) for each entity. Darker cells indicate higher utilisation. Hover over a cell to see the exact percentage and hours.
The colour scale ranges from light (under 20%) to dark violet (85%+). A legend below the heatmap shows the scale.
Revenue Share vs Time Share
A horizontal bar chart comparing each entity's share of total revenue against their share of total booked time. Entities where the green bar (revenue) is wider than the violet bar (time) are generating more revenue per hour than average. The reverse indicates more time invested for less return.
Forward Utilisation
Based on bookings already on the calendar, this table projects utilisation for the next 30, 60, and 90 days. Lower percentages mean more capacity available to fill. This is useful when planning campaigns, hiring, or preparing for seasonal demand.
Each entity shows its booked hours and utilisation percentage for each horizon.
Service Mix per Entity
For each entity with bookings, a breakdown shows the top services by revenue. Each service displays its booking count, revenue, and a proportional bar. This helps identify which services are driving each team member's or resource's time.
Related Articles
Team Tab: Per-team-member performance and utilisation
Filters and Controls: Date ranges and filters