Published: enero 30, 2026 
How are you utilizing your workforce?
If you struggle with high payroll costs but low billable revenue, you’re likely wasting too much time on non-billable internal tasks.
Let’s take a look at how to generate and interpret Clockify reports and schedules to estimate your employee utilization and improve output.
Ways to track utilization in Clockify
Remote managers can’t physically see who on their team is busy (or not). Clockify provides different perspectives on how work is distributed in your team — it calculates:
- Individual employee capacity utilization,
- Team utilization,
- Time utilization for individuals and groups,
- Time spent on specific projects,
- Time spent on specific clients, and
- Cost vs. profits for a set period of time.
With these perspectives, you can estimate whether you need to shorten the time spent on non-billable tasks or distribute work more evenly.
NOTE: There isn’t a single feature named Clockify utilization rate to help you do this. Instead, Clockify offers a more elegant way to visualize utilization on various levels. You can access this through Clockify’s reports and scheduling features.
Let’s explore how.
How to estimate employee utilization in Clockify
To estimate employee utilization in Clockify and maximize billability, you first need to track billable and non-billable hours.
When you have accurate data, you can estimate individual and team utilization by comparing the hours of billable and non-billable tasks or projects.
Let’s do that in 3 simple steps.
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Step #1: Set up projects appropriately
To set up your Clockify projects correctly for calculating utilization, you must make sure that:
- Projects include the users who will track time on them,
- Projects are accurately set as non-billable or billable,
- Projects include tasks that are accurately set as non-billable or billable (if you use tasks for your projects).
To find out more about setting up and using projects, check out our video below.
Step #2: Ensure time is tracked accurately
To ensure the time is tracked accurately, make sure to:
- Review and approve your team’s time entries,
- Double-check if the member’s rates and rate hierarchy are accurately set (go to Workspace > Project > Member > Task),
- Check if amounts and costs on specific projects and tasks are accurate.
The accuracy of your utilization estimate depends directly on the accuracy of the data.
The following video tutorial helps you with setting up rates for accurate results.
Step #3: Analyze the results
For a quick overview of what your team is currently working on the most, check your Clockify dashboard.
For more specific insights, navigate to Reports and pick the view you want: Summary, Detailed, or Weekly.
- Detailed report allows you to see all of your workplace’s tracked time in detail, do time audits, and edit time for others.
- Weekly report allows you to see your team and project time by week.
- Summary report breaks down data by team, project, date, billability, and more.
Let’s dive into Clockify’s reports to see what insights they can provide.
Estimate team utilization with Clockify’s summary reports
Clockify accurately calculates hours, costs, and amounts for your work based on your users’ time entries.
Find Reports in the left-hand side menu, then head to Time report, and select Summary. This view is the easiest way to compare your tracked hours. Select the time range on the right-hand side and experiment with the filters to find the data you need.
In the following examples, you can see different approaches to visualizing utilization with Clockify’s reports feature.
Let’s see what the data can reveal.
Example #1: Compare billable and non-billable hours
As a remote manager, you can compare billable hours by enabling the Show amount option in the grey tab under the time range. This enables billable hours to be displayed next to the total tracked hours for the chosen period.
From this view, you can see the total hours worked during the time range you chose vs. tracked billable hours.
In this example, I set the filters to show how multiple members performed over a one-week period on a specific project. After clicking on Apply filter, the result looks like this:
Here, I can see that my team has tracked 153 hours, of which 133 were billable. This gives me visual proof of capacity to prevent burnout before it causes turnover — especially useful for delivery managers.
NOTE: To calculate the standard resource utilization rate based on someone’s total available capacity, you need to use a different report in Clockify. We’ll get back to that later in the section Calculate resource utilization with Clockify.
Example #2: Compare users
Keeping the filters from the previous example, I’m analyzing a one-week period. By scrolling down, I can see what my team spent their time on.
However, by enabling the Show cost and Show profit options alongside the amount, you can get another perspective. Clockify now shows whether a user has spent too much time on unbillable tasks or was overworked.
Here’s an example which includes 1 project, 1 week, and 4 members.
From this, I can conclude that Carla logged 35 hours this week and spent 14 of them on outreach meetings (a task within the “Blog Posts” project).
Since these meetings are non-billable, this has resulted in a negative weekly balance. Carla’s work cost more than it earned this week. I might want to change things up so that less time is spent on these types of activities in the future.
If you only want to see the time and exclude profits, deselect Amount, Cost, and Profit under the time range. Naturally, this view will show you only the time spent on specific tasks, not the profits associated with the worked hours.
🎓 How to Calculate Billable Hours (+ Free Billable Hours Template)
NOTE: You can always talk to our friendly full-human support team, available 24/7, for free to users on all plans. They’ll help you calculate your utilization rate in Clockify just right.
Example #3: Compare time and profits for a given period
From here on, you can experiment with filters to get different perspectives. You can change the view of the data by selecting appropriate filters in the Group by section below.
For example, you can view how much a selected group of people worked, cost you, and earned you in 2 different weeks. Just group your data by weeks. The result should look something like this:
You can compare projects, users, or groups and their contributions in terms of hours worked and financial costs.
Apart from this, you can analyze how much time is spent on specific clients, time spent on breaks (if you enabled their tracking in your workspace settings), and much more.
For a more in-depth look at specific report types, like attendance or assignments reports, check out our video below.
Use Clockify’s project schedules to organize work better
As a manager, the insights gained from reports can inspire you to take a different approach in the future. For example, if you conclude you need to shorten the time spent on one type of task, you can plan accordingly. That’s where Clockify’s scheduling comes in.
Once you set up your projects and their tasks, you can schedule them in advance:
- Head to Schedule, then Project,
- Create a new project from there or choose an existing one, and
- Add members by clicking the arrow key next to the name of the project you add.
The schedule view keeps the rates you set and the billability of each task in the project. Once you add the project and users, you can select the date range. You’ll see the timeline where you can add tasks connected to the project, and set the expected hours for each day. This is what you get:
The schedules are best used as a reference point for employee capacity planning. However, dynamic projects often look different in practice.
You can schedule a minimum capacity and come back to your plan later if some tasks become more urgent. Just make sure to click on the Publish button — this will notify your team members of your expectations.
Later, this view can come in handy for refining your approach. By comparing your schedules with the actual time your employees logged, you can create better plans moving forward.
This is extremely useful for resource planning and for simplifying your team’s time logging. Once published, everyone on your team will see their scheduled hours in their calendar view.
From there, they’ll be able to copy them as time entries and set the start and end hours or start their timer, depending on your time-tracking settings.
Once you’ve set up your schedule, there’s one more way to adapt it in real time. Let’s explore how.
Try scheduling in Clockify FREE
NOTE: You can always talk to our friendly full-human support team, available 24/7, for free to users on all plans. They’ll help you calculate your utilization rate in Clockify just right.
Use Clockify’s team schedule to view team availability
Another useful feature of Clockify schedules is live resource reallocation. If an urgent task or meeting pops up, you might need to fit it into your upcoming schedule.
To see the workers with available working hours:
- Navigate to Schedule, then Team,
- Select the time range you need, and
- Select the users eligible for the task you have in mind.
Clockify automatically compares the hours you scheduled vs. available hours in your teammate’s daily work capacity. From here, you’ll see a timeline with their available hours for each day. This is perfect for preventing burnout because you’ll see who has exceeded their work capacity.
You can add hours by clicking the user, selecting the blank space below, choosing the project and task, and clicking Publish. Clicking an empty space on a particular day opens the Create assignment box.
If someone requests time off and it gets approved, Clockify will mark their scheduled time in red, notifying you to reschedule.
To take a deeper dive into scheduling tasks in Clockify, check out our detailed scheduling tutorial below.
Calculate resource utilization with Clockify
If you’re looking for insights into resource utilization, you can use Clockify’s assignments reports.
The standard resource utilization formula is:
Total Worked Hours / Capacity (Available Hours) x 100
A worker’s capacity can be set under Team > User > Edit profile, then scrolling down to find their Daily work capacity, expressed in hours.
To compare someone’s capacity with their available time, you’ll need a project scheduled for a set period.
After that, head over to Reports, then Assignments. Select the time range and any Filters you need. Group the info by user in the grey tab, and by task (optional). It should look something like this:
In the Scheduled column, you’ll see the scheduled hours vs. the person’s total capacity for the time range you select. Divide the two numbers in the column and multiply by 100 to find the resource utilization rate for the time range.
For example, the resource utilization for Mark Toebe from the image above would be calculated as follows: 31 (Mark’s total hours worked, from the Scheduled column) divided by 35 (Mark’s total available hours, in the same column) multiplied by 100. This gives us a resource utilization rate of 88.57%.
The only limitation here is that you have to schedule hours in advance to calculate this exact rate properly.
However, you can also compare the Tracked column and the “of: X hours” value in the Scheduled column. This way, you can see how many hours a user has tracked compared to their total available hours.
This report is also useful to find out how much your scheduled hours should have cost you and the amount intended to be earned. You can compare it to the actual tracked hours to see the profits you made (Amount) vs. how much it cost you (Cost). The information is based on what your users tracked.
Finally, this report calculates the difference between your initial idea and the actual work done, in terms of hours, the amount earned, and the cost.
Clockify reports FAQs
Let’s take a look at the most commonly asked questions about utilizing reports in Clockify.
How do I get a report from Clockify?
You can generate a report in Clockify if you have approved time entries from your workspace users. Navigate to Reports, then select the date range and filters to generate the report you need.
How do you export a report in Clockify?
To export a report in Clockify:
- Navigate to Reports and select Summary, Detailed, or Weekly.
- Choose your time range,
- Apply the filters to generate the exact report you need.
- Click on Export in the grey tab.
- Save it as PDF, CSV, or Excel.
How do you share a Clockify report?
To share a Clockify report, navigate to Reports and select the appropriate filters first. This lets you choose which info you include in your report. You can include anything from the hours worked by your team to the cost of your workforce or your profits.
Afterwards, you can share the report by exporting it as a document or generating a link to it. You control who can view it, what can be viewed, and you can delete it at any time to revoke access.
How to find your utilization in Clockify?
You can estimate your utilization by accurately tracking billable and non-billable hours for the period you want to analyze.
To find your utilization rate in Clockify, head to Reports > Time reports > Summary. Select the date range you want. Select the Team filter and look for your user profile.
The report will show you how many hours you tracked and how much time you spent on billable or non-billable tasks. Just make sure that Show amount is selected on the right-hand side.
Compare the numbers to see your utilization for the period you choose. You can do this for multiple users, projects, tasks, or clients at the same time. Your report should look something like this:
How to find utilization time in Clockify?
You can find utilization time in Clockify’s reports by comparing the tracked time for non-billable and billable tasks.
- Head to Reports, then to Time reports,
- Select Summary, then select the date range.
- Apply filters to include the projects, users, and tasks you want.
- Make sure to enable the Show amount option in the grey tab (underneath the time range) — this displays billable hours separately.
Optionally, you can view results for individuals or compare teams by scrolling down and grouping time entries based on your needs.
NOTE: You can always talk to our friendly full-human support team, available 24/7, for free to users on all plans. They’ll help you calculate your utilization rate in Clockify just right.
How to create a utilization report in Clockify?
To create a utilization report in Clockify, you can analyze the time tracked by your users.
To create a utilization report:
- Head to Reports, then Summary,
- Select the date range you want on the right,
- In the filter section, select Team, then find the user groups or users you want to analyze.
In the gray tab displaying total hours, on the far right, you can select to include cost, profits, or amount. Amount must be turned on for the billable hour information to appear separately.
You can experiment with filters to create the exact report you want — include clients, projects, tasks, tags, or specific kiosks from which people clock in.
Finally, select the export option in the gray tab and save it as PDF, CSV, or Excel. Alternatively, you can generate a link to share with a client or partner. Test it out before sending it to make sure you don’t include any confidential information.
To learn more about organizing your work with Clockify, make sure to visit Clockify’s YouTube channel.
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