Resource Management includes reports that turn the raw capacity picture into the numbers a services business runs on — utilization, bench, and how estimates compare to reality. Find them under Resources → Reports. Reports are for people with Manage resources, and an administrator can switch them off under System → Features (Resource Reports); allocations and the Resource center stay available either way.
Overview & forecast#
The Overview leads with headline KPIs — scheduled utilization, bench hours, unstaffed demand, and total capacity — each with a delta versus the prior period, so you see the trend, not just the number. Below, it forecasts full-time equivalents by week (staffed, unstaffed, and available), plots utilization by month against your target (actuals then forecast), and breaks capacity down by work role over time. A toggle lets you subtract time off from the picture.
Utilization#
The Utilization report shows, per person:
- Scheduled %: allocated ÷ capacity, against your target.
- Logged %: every hour logged ÷ capacity.
- Billable util.: billable hours ÷ capacity. This is what the utilization target measures (System → Resource capacity), so it's the one coloured against the target.
- Billable %: billable hours as a share of everything logged.
- Client %: client time (Billable plus Client time, no charge) as a share of everything logged. The rest is Internal: work with no client.
Choose a 4-, 8-, or 12-week lookback. It's the report to answer "are we busy, and are we busy on the right (billable) things?"
Booked vs logged#
The Booked vs logged report puts, for each person and each week, the hours they were booked next to the hours they logged. A cell reads "14 / 20 h": 14 hours logged on the work they were booked on, out of 20 booked that week. The colour shows how much of the booking was delivered, and the legend sits above the grid: under 50%, 50–90%, 90–110%, and over 110%. Choose the last 4, 8 or 12 weeks, ending with this week.
- Booked is the same number as the Resource center: each booking's hours per week, in proportion to the working days it covers that week, using the person's work schedule for that week. A booking that starts mid-week or ends part-way through one counts only its days, and a week with no working days (leave, a zero-hour schedule) is counted by calendar day.
- Logged is every hour on a timesheet, except time a reviewer rejected. Each logged hour is counted once, against the most specific thing the person was booked on that week: the project, then the client, then the work category. A task on a project counts as the project; a ticket or meeting counts as its client.
- Not booked is logged time that matches none of the person's bookings that week. It isn't counted as delivered; it shows under the cell as "+3 h not booked", and as its own Not booked line when you open a person.
- Tentative bookings are counted by default, as the Resource center counts them. Turn off Count tentative bookings to measure against firm bookings only; time that only matched a tentative booking then shows as Not booked.
Open a person (the arrow beside their name) to see one line per project, client or work category they were booked on, and click any number to see the time entries behind it. A meeting you can't see (someone else's private one) appears as "Private meeting" with its time only. Use the search box to find a person, and Only people with bookings to hide everyone who has none. Each person's page also has a Booked vs logged, last 8 weeks chart.
Who sees whose hours: you always see your own. You see everyone's with View all time or Manage resources; without either, the report shows only your own hours. The same report is available as the Booked vs logged metric under Insights → Resources, as delivered % per person over whole Monday–Sunday weeks.
Bench#
The Bench report lists who has unallocated capacity over the coming weeks, most-available first — your at-a-glance answer to "who could take on more?"
Estimate vs actual#
The Estimate vs actual report compares, per active project, the hours estimated, the hours allocated (planned), and the hours logged (actual), with the variance and burn percentage. It's how you catch a project drifting over budget while there's still time to act. Allocated hours are counted the same way everywhere in AspirePro — the people heatmap, Booked vs logged, a project's Resourcing tab and this report: each week of a booking counts the share of that person's working days it covers, using the work schedule in force that week, so a booking that starts on a Wednesday or runs into a shorter week isn't counted as a full week.
KPI alerts#
Set KPI alerts to be notified when a metric crosses a line — for example, when scheduled utilization drops below a threshold or unstaffed demand climbs above one. Each alert watches one of the Overview metrics for a person, in a chosen direction, so the numbers come to you instead of you having to check.
These reports connect planning to reality: allocations set the plan, timesheets record what happened, and Estimate vs actual plus Utilization show you where the two diverge — the feedback loop that makes the next plan better.