Reports and dashboards
Every Planning report and dashboard - what each figure means and how it is calculated - for planners, managers and HR officers.
This page is a reference for managers, planners and HR officers. It lists each report with who can open it, where to find it and how its figures are built. Weeks run from Monday to Sunday in the time zone of the user who opens the screen.
| Report | Menu | Who can open it |
|---|---|---|
| Planning Dashboard | Planning β Dashboard | Planning Administrators (and project managers who plan, through a direct link) |
| Utilisation | Planning β Reporting β Utilisation | Planning Administrators and Employees Officers; Planning users see their own rows |
| Planning Analysis | Planning β Reporting β Planning Analysis | Planning Administrators |
| Labour Cost | Planning β Reporting β Labour Cost | Planning Administrators |
| Planned vs Attended | Planning β Reporting β Planned vs Attended | Planning Administrators and attendance Officers (Attendances bridge) |
| Timesheets to Confirm | Planning β Reporting β Timesheets to Confirm | Planning Administrators and timesheet approvers (Timesheets bridge) |
| Weekly Rota | Plan β Print Rota on the schedule | Anyone who can open the schedule |
| Digest email | The Digest configuration form, in the group Planning | Planning Administrators |
Planning Dashboard#
Open Planning β Dashboard. The page title reads Planning Dashboard, with the week (for example "Week of 2026-10-05") under it. Buttons: Dark mode or Light mode (when the system has no global dark mode), Refresh and Open Schedule. Anyone who is not a planner gets "The planning dashboard is for planners."
Every card and chart slice opens the shifts or capacity rows behind it.
This week at a glance#
The first card, Utilisation this week, shows planned hours as a percentage of available hours for people this week, with a bar. The cards that follow count shifts; shifts means real shifts, never forecasts.
| Card | What it counts |
|---|---|
| Open shifts this week | Shifts with nobody assigned that overlap this week. |
| Open shifts next week | The same for next week. |
| Unpublished shifts | Draft shifts that have not ended yet, in any week. |
| Changed since publication | Published shifts flagged To Publish Again. |
| Conflicts | Shifts that overlap another shift of the same person and have not ended. |
| Assigned without the role | Shifts held by someone without the shift's role, not ended. |
| Hours planned this week | Allocated time of assigned shifts that overlap this week, in whole hours. |
| Planned labour cost this month | Cost of all shifts that start this month, open ones included, in the company currency. |
Workforce and cost KPIs#
| KPI | Hint on the card | Calculation |
|---|---|---|
| Capacity this week | Working time after leave and holidays | Available hours of people this week. |
| Spare capacity | Available but not planned | Idle hours of people this week. |
| Overtime planned | Planned beyond available time | Planned hours above available hours, summed over people. |
| People overloaded | Above x% of capacity this week | Number of people whose load level is Overloaded this week (utilisation above Overloaded Above (%)). |
| People with spare capacity | Below x% of capacity this week | People under Busy From (%) who have available time. |
| People scheduled | With at least one shift this week | People with an assigned shift. |
| Shifts filled | n of m still open | Assigned shifts as a percentage of all shifts this week. |
| Shifts published | n assigned shifts still in draft | Published assigned shifts as a percentage of assigned shifts. |
| Open shifts in 48 hours | Unassigned and starting soon | Open shifts starting within the next 48 hours. |
| Changes awaiting approval | Published shifts changed and not yet approved | Shifts in Waiting for Approval. |
| Switch requests | Employees asking someone to take a shift | Upcoming shifts with Switch Requested. |
| Average shift length | Allocated hours per assigned shift | Allocated hours divided by assigned shifts. |
| Planned labour cost this week | Cost of assigned shifts | Sum of cost. |
| Blended cost per hour | Planned cost / planned hours | Cost divided by allocated hours. |
| Busiest day | Highest planned hours in the week | The weekday with the most planned hours. |
There is no overtime cost, because Planning has no overtime rate.
Where the time goes#
Seven charts. Slices and rows open the shifts or the utilisation figures behind them.
| Chart | Shows |
|---|---|
| Shifts by status | Published, Draft and Open (unassigned) shifts this week. |
| Workload of people | People this week by load level: Spare capacity, Busy, Fully booked, Overloaded. |
| Planned hours by department | Allocated hours of assigned shifts this week, per department. |
| Planned hours by role | The same per role. |
| Labour cost by department (month) | Cost of assigned shifts that start this month, per department. |
| Planned vs available hours by day | For each weekday, available hours, planned hours, and overtime shown as Over capacity. |
| Busiest people this week | The five people with the highest utilisation, with a percentage; "no capacity" when they have planned hours but no available hours. |
Utilisation#
Open Planning β Reporting β Utilisation. It starts as a pivot of people by week, filtered to Employees and to the current period of the Date filter; switch to the graph or the list with the view buttons.
[planning-utilisation]
The data is one row for each person (or material) and day. Rows are kept for 62 days back and 184 days ahead.
| Column | Meaning |
|---|---|
| Available | Working time from the calendar, after time off, public holidays and contracts. |
| Allocated | Allocated time of shifts that day. |
| Forecast | Forecast hours, net of shifts on the same work. |
| Planned | Allocated plus forecast. |
| Utilisation (%) | Planned as a percentage of available. In a group it is total planned divided by total available, not an average of the daily percentages. |
| Overtime | Planned above available. |
| Idle Capacity | Available above planned. |
| Load Level | Spare capacity, Busy, Fully booked or Overloaded, from the company limits; see Concepts. |
Filters: Employees, Materials, Overloaded, Spare Capacity, Date. Group by Resource, Department, Default Role, Company, Week or Month.
Figures change as soon as a shift or a time-off entry changes, and are rebuilt every night. Planning Administrators and Employees officers see everyone. A Planning user sees only their own rows. A project manager sees the people who have shifts on the projects they manage.
Planning Analysis and Labour Cost#
Planning Analysis is a pivot, a graph and a list of shifts: people by week, with Allocated Time, Cost and Break. Use the filters and groups of the schedule.
Labour Cost shows the cost and the allocated time of shifts that have a person, by role and by week, as a pivot and a graph. The cost is allocated time multiplied by the role's hourly cost; it is a plan, not a payroll figure.
Digest email#
When Digest emails are on, planners can tick two KPIs in the digest: Open Shifts (open shifts that start in the period) and Hours Planned (allocated hours of assigned shifts). Both appear only for users in the Planning Administrator group, and each links to the matching screen.