Capacity
Needs attention
Teams
Planned vs actual
Actual = hours logged in WorkflowMAX timesheetsSample dataComing monthsUtilisation by person, last month to three months ahead
Staff
Trends
How capacity is tracking over time.
Hours by month
Utilisation trend
Planned vs actual by person
Sample dataWhere the time goesAllocated hours by task type
Office & team totals
Team
Who appears in the dashboard, their office and team, and their productivity target. Names must match the staff name in WorkflowMAX exactly.
Leave ·
Known leave days per person per month. Leave reduces that person's net working days and target capacity for the month.
Working days ·
Working days are weekdays minus public holidays. Enter an override only where the business uses a different figure.
Data
Where the numbers come from. Connect WorkflowMAX, or import the two WorkflowMAX report exports as CSV.
WorkflowMAX connection
Demo simulationPlanned hours
Job task allocations reportPaste from Excel instead
Actual hours
Timesheet reportPaste from Excel instead
Data as at
Start over
Go back to the built-in sample data. Your team, targets, leave and working days are kept.
Settings
How capacity and status are calculated, and where the data comes from.
Capacity
Status thresholds
Data source
Backup & reset
Team, targets, leave, working days and settings are saved in this browser. Copy a backup to move them to another computer or share them with a colleague, then restore it with Import backup.
Guide
How the numbers are calculated and what has improved on the spreadsheet.
How capacity is calculated
- Net working days = working days in the month − known leave days.
- Target capacity = productivity target × net working days × hours per day.
- Allocated hours = planned time allocated to that person in WorkflowMAX, for jobs starting in the month.
- Utilisation = allocated hours ÷ target capacity. 100% means someone is allocated exactly to their target.
- Actual utilisation = hours recorded in WorkflowMAX timesheets ÷ target capacity. For the current month both are measured to date, so planned and actual compare like for like. In this demo the timesheet hours are sample data.
Status
- Over target above 100% · Near target 85-100% · On track 50-85% · Under-utilised below 50%. Thresholds can be changed in Settings.
- For months after today, low figures show as Not yet planned, because work is usually allocated closer to the month.
- Anyone with allocated hours but no capacity (e.g. on leave all month) counts as over target.
Improvements on the spreadsheet
- Office and team totals are calculated from each person's office and team, rather than fixed cell references. This also corrects two totals that were picking up the wrong people.
- Leave is kept for every month, so entering next month's leave no longer overwrites this month's.
- Months are matched on month and year, so work in a future financial year can't land in the current one.
- People who have allocated time in WorkflowMAX but aren't set up in the Team list are flagged, rather than silently left out.
- Trends, year-to-date, forward cover, rebalancing suggestions and a full profile for every person.
Interactive tools in this demo
- What-if moves. Use Try this move on a suggestion, the What-if button, or W to move planned hours between people. Every figure updates straight away, and nothing changes in WorkflowMAX. Copy the moves as a list to send to the team.
- Data tab. Simulate a WorkflowMAX connection, or import the job task allocations and timesheet reports as CSV.
- Data date. Change the "as at" date to see how the dashboard looks on another day.
- Keyboard. Press ? for shortcuts.
Current limitations
- Jobs spanning several months are counted in their start month.
- One working-days calendar is used for all offices; separate NSW and VIC calendars can be added.
- Allocations are planned time. Actual timesheet hours can be added for past months.