Capacity & Utilisation is not a tab of its own. It puts team members and resources in one view because both take time from your business day and both have working hours. Petboost works out utilisation for each team member and resource over the date range at the top of the page, up to 460 days, and for the 90 days ahead.
For the period it counts appointments whose revenue is earned: Completed, Ready to Pay, Paid, Payment Declined, Refund Granted and Partially Refunded. The forward figures count pending and confirmed bookings. It covers this location only, so with All locations picked the panel shows a This location badge. With Excl. GST picked, every dollar figure is shown without GST and the panel shows an Excl. GST badge.
Run the capacity analysis
Do this to see where idle capacity is hiding and what filling it would be worth.
Open Reporting & Intelligence and choose Team.
Scroll to Capacity & Utilisation at the bottom of the tab and select Deep Dive.
Select Run Capacity Analysis.
Optional: to narrow the results, choose All, Team only or Resources only beside Show:, or pick one team member or resource in the list beside them.
The Capacity & Utilisation card at the bottom of the Financial tab opens this same panel on the Team tab when you select Deep Dive. Results stay while you switch tabs. Changing the date range at the top of the page clears them.
The list beside the pills reads All matching entities until you pick one team member or resource, such as one room. The pills and the list narrow the matrix and the sections below it. The four headline figures and What to do about it always cover every team member and resource.
Headline figures
Four figures sit at the top of the results:
Metric | What it shows |
Average utilisation | Mean utilisation across the team members and resources that have working hours set, with the period covered |
Hours booked | Total booked hours in the period, each line counted once even when it is on a team member and a resource |
Idle hours | Unbooked hours across all team members and resources combined, with the total available hours |
Idle revenue opportunity | Estimated extra revenue if the team's idle hours were filled at each team member's current revenue per hour. With no team member measured, the resources' instead |
Average utilisation is tinted amber below 50%, red above 85% (a risk of overwork or a bottleneck) and green between them.
What to do about it
When the analysis finds something to act on, What to do about it lists it before the data:
Under-used team members or resources: up to three that sit below 80% utilisation with at least four idle hours, each with the revenue that lifting utilisation by up to 20 points, to no more than 80%, would add.
The most over-stretched team member or resource: one above 90% utilisation, flagged as a burnout risk for a team member or a bottleneck risk for a resource. Over 100% it reads as booked beyond their hours, and suggests checking for double bookings or updating the hours.
A day-of-week imbalance: for the team member or resource that earns the most, its quietest and busiest days, with a suggestion to run a small promotion on the quiet day to shift demand.
Capacity matrix
A table listing every team member and resource:
Column | What it shows |
Team / Resource | Name, with a person icon for a team member or a building icon for a resource, and its type underneath |
Hours used | Booked hours in the period |
Available | Total available hours from its working hours |
Utilisation | Percentage badge, colour-coded: rose below 30%, amber from 30% to 60%, green from 60% to 90%, red from 90%. Not capped, so it can go over 100% |
Idle | Unbooked hours (available minus booked) |
Revenue / hr | Revenue per scheduled hour. For a team member, stay nights and package lines are left out, because a stay takes no hours from them |
Idle opportunity | Idle hours multiplied by revenue per hour |
A team member archived since the period still shows when they have lines in it. A team member or resource without working hours shows No template instead of a utilisation percentage, with a note under the table. Set their working hours to unlock utilisation analysis. A resource with no capacity limit shows Unlimited, because there is nothing to measure it against.
How utilisation is calculated
Utilisation is booked hours divided by available hours, as a percentage. It is not capped: over 100% means more was booked than the hours allow, which is worth checking.
Booked hours come from the appointment service lines assigned to the team member or resource, on earned visits for the period. Archived appointments are left out.
A stay that runs across nights counts each charged night or day as that room's open hours for the day. A stay moved between rooms counts each night against the room the pet is in that night. It adds no hours to the team member on it. A stay that crosses the start or end of the date range counts only its nights inside the range.
Revenue is each line's charged total, after quantity and discounts. A stay's total is shared across its nights. An add-on's total goes to the team member on the add-on.
Available hours come from the working hours of the team member or resource for each date in the selected period, using any date-range hours set for that date. Leave and blocked time are taken out, so a week of leave does not read as a quiet week. Public holidays and closed days you set up in Public Holidays reach team members and resources as date hours or leave, so they are taken out too.
A resource that takes more than one pet at a time has each day's available hours multiplied by that day's capacity, so a room set to hold 12 on weekdays and 6 on Saturdays is measured that way. A daycare room that holds 12 over a 10-hour day gives 120 pet-hours of availability rather than 10. Team members are measured on their hours alone.
Utilisation by day of week
A heatmap of utilisation by weekday, Sunday to Saturday, for each team member and resource with working hours. Each cell shows its percentage, and darker cells mean higher utilisation. Hover over a cell to see the booked and available hours behind it.
The legend under the heatmap runs from Lower to Higher: the lightest shade is under 20%, the darkest 85% to 100%. A rose cell, Over 100%, means more was booked that weekday than the hours allow.
Revenue share vs time share
A horizontal bar chart comparing each team member's or resource's share of total revenue against their share of total booked time, for up to 12, highest revenue share first. A green bar (revenue) longer than the dark bar (time) means more revenue per hour than average. The reverse means more time invested for less return.
Forward utilisation
Forward utilisation (next 30 / 60 / 90 days) projects utilisation from the pending and confirmed bookings already on the calendar, starting today, for up to eight team members and resources. Each shows its booked hours and utilisation percentage under Next 30 days, Next 60 days and Next 90 days.
Lower percentages mean more capacity available to fill. This helps when planning campaigns, hiring or preparing for seasonal demand.
Service mix per entity
For up to 12 team members and resources with bookings, Service mix per entity shows their top five services by revenue. Each service displays its revenue, its line count and a proportional bar. This shows which services take up each team member's or resource's time.
The time the results were fetched shows at the bottom of the panel, because the panel is worked out live rather than from the nightly totals. Team Utilisation and Rev/Sched Hr on the Team tab read the same figures.
Related articles
Team Tab: per-team-member performance and utilisation
Filters and Controls: date ranges and filters