--- title: Utilization and Workload Reports in Toggl  description: Utilization and workload reports Toggl 2.0 --- [Skip to content](https://docs.toggl.com/utilization-and-workload-reports-in-toggl-2-0#main-content) English Show submenu for translations [![logo-dark](https://docs.toggl.com/hs-fs/hubfs/logo-dark.png?width=223&height=85&name=logo-dark.png)](https://docs.toggl.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Go to Toggl](https://focus.toggl.com/) [Go to Toggl](https://focus.toggl.com/) How can we help you? - There are no suggestions because the search field is empty. 1. [Toggl 2.0 Knowledge Base](https://docs.toggl.com/?hsLang=en) 2. [Using Toggl, page by page](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en) 3. [Reports](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#reports) # Utilization and Workload Reports in Toggl ## The Utilization and Workload reports in Toggl help you understand whether your team is meeting utilization targets and identify who may be under or over utilized. The two reports combine the available work hours with tracked time and billable time to provide a single view of workload efficiency over time and at the individual level. ### Utilization Report The **Utilization Report** helps you understand *efficiency*. It tracks how much of your team’s available capacity is actually being spent on logged work against a defined target. This report is essential for ensuring your team is billing enough hours or maintaining expected productivity levels. ![:heavy\_dollar\_sign:](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/heavy_dollar_sign-1.png?width=20&height=20&name=heavy_dollar_sign-1.png)This report will only report useful data when setting tasks as billable. ### The report is separated in to 3 sections #### Summary ![Summary](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/Summary-1.png?width=670&height=43&name=Summary-1.png) The top section gives an overview of: - **Work Hours:** The total amount of available hours for the whole team, or their Capacity. The **Work hours** total already deducts time off and public holidays. An info tooltip on the total states this. The number itself is unchanged. - **Logged Time:** The total number of hours tracked by the team so far. - **Overall Utilization:** The percentage of available hours that were actually worked. - *Example:* In the screenshot, the team has utilized 43.5 of their time, which is below the Target of 80%.   #### Chart ![Utilisation chart](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/Utilisation%20chart-1.png?width=670&height=219&name=Utilisation%20chart-1.png) The “What is my team’s utilization?” chart helps you compare your team’s actual logged time against your goals. **Reading the Lines** - **The Blue Dashed Line (Target):** This represents your goal (e.g., **80%**). This is the benchmark your team would ideally reach. - **The Solid Line (Actual):** This tracks the daily utilization percentage. - Gap Analysis: The space between the solid line and the dashed target line represents under-utilization. If the solid line is far below the dashed line, your team has not been tracking their time against billable tasks. #### Configurable Utilization Target The utilization target is configurable, so teams can set the target that fits their needs, and the report updates automatically. Users can set their own utilization target under Settings and that value is automatically reflected in the utilization report. #### Team Breakdown “Who is under utilized?” ![who is under utilized](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/who%20is%20under%20utilized-1.png?width=670&height=240&name=who%20is%20under%20utilized-1.png) The bottom table breaks down the percentage of billable hours logged by individual member. Unlike the Workload report which shows hours, this view uses **percentages** to standardize metrics regardless of how many hours a person is contracted to work. ![:magnifying\_glass\_tilted\_left:](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/magnifying_glass_tilted_left-1.png?width=20&height=20&name=magnifying_glass_tilted_left-1.png) Only users with **Manager** or **Admin** rights can see other members in this report. **The Metrics** - **Daily Percentages:** Shows what % of that day’s capacity was utilized. - *Note:* It is possible to go over 100%. - **Total Column:** The average utilization for the selected period. **Color Coding & Alerts** This report uses color to highlight **under-utilization** (people who need more billable work): - **Red Cells:** Red indicates a metric that is **Below Target (\<80%)**. This draws your eye to days or weeks where a member was not fully utilized. **Special statuses and policy names** Days with leave show a palm-tree cell. With Time Off Pro, people who can manage time off see the **policy name** (for example, Vacation or Parental Leave) instead of a generic Time off label. Everyone else still sees **Time off**. If a cell covers more than one policy in the same period, the label uses the policy with the most minutes. When someone is off for the whole period, the total column can show **Nothing but rest**. A dash means there was no logged time that day. ### Workload Report The Workload Report is designed to give you a clear, visual overview of how your team is tracking against their weekly goals. It helps managers and team leads identify who has capacity to spare and who is working over time. The report relies on work hours data, read more on how to set that up [here](https://docs.toggl.com/availability-settings-time-off-work-hours-and-public-holidays?hsLang=en). ### The report is separated in 3 sections: #### Summary ![Screenshot 2026-02-09 at 9.42.21 AM](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/Screenshot%202026-02-09%20at%209_42_21%20AM-1.png?width=670&height=63&name=Screenshot%202026-02-09%20at%209_42_21%20AM-1.png) At the top of the report, you will see a high-level snapshot for the selected period: - **Work Hours:** The total amount of available hours for the whole team, or their Capacity. - **Logged Time:** The total number of hours tracked by the team in this period. - **Remaining hours:** The difference between available hours and logged time. #### Chart ![team workload chart](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/team%20workload%20chart-1.png?width=670&height=227&name=team%20workload%20chart-1.png) Understanding the chart: - **Light Blue (Work Hours):** This represents the expected capacity for the day. For example, if a user configured a 6-hour working day, the light blue bar will reach the 6-hour mark. - **Dark Blue (Logged Time):** This represents the actual hours logged. If a user logs 5 hours, the dark blue bar fills up to that point. - **Red (Overtime/Overworked):** If a user logs more time than they were scheduled to (e.g., logging 9 hours on an 8-hour day), the excess time will appear in red, alerting you to of overtime. ### Team breakdown The bottom section provides a detailed breakdown per team member. This table helps you understand the team workload at a glance. ![:magnifying\_glass\_tilted\_left:](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/magnifying_glass_tilted_left-1.png?width=20&height=20&name=magnifying_glass_tilted_left-1.png) Only users with **Manager** or **Admin** rights can see other members in this report. ![](https://docs.toggl.com/hs-fs/hubfs/image-png-Oct-01-2026-01-24-33-7634-PM.png?width=2480&height=1752&name=image-png-Oct-01-2026-01-24-33-7634-PM.png) #### The Metrics - **Daily Columns (Mon-Fri):** Shows the number of hours that team member logged on that day. - **Total Column:** Shows the member’s total time logged for the week against their weekly capacity (e.g., “17h of 10h”). #### **Group by client or project** You can split each member’s row into the clients or projects they logged time to. 1. In the **Workload breakdown** table, click **Group by** in the top-right corner of the table. 2. Select **Client** or **Project**. Select **None** to go back to one row per member. Each member row can then be expanded to show one row per client or project, with the time logged to it each day. - Member rows keep their work hours, progress bar and overtime highlighting. - Client and project rows show logged time only. Work hours belong to the member, not to a client or project, so these rows have no capacity or overtime of their own. - If a member’s day is a time-off day or outside their work hours, their client and project rows show that day the same way. Your **Group by** choice is saved with your saved views and is included when you share the report. When you export CSV with a grouping on, the file has one line per client or project for each member, with the columns Member, Client (or Project), one per date, and Total. ### Time off in Workload **Policy names.** The **Who is over worked?** table uses the same leave labels as Utilization: the specific policy name for people who can manage time off, and a generic **Time off** label for everyone else. **Chart hover.** Hover a day on the Team workload chart to see how many people are off (time off or public holiday) and each person’s policy or leave type. **Work hours tooltip.** The Work hours total carries an info tooltip: work hours already account for time off and public holidays. ### Team insights On a team-scoped **Workload** report opened directly in Toggl (not from a shared link), an **Insights** button appears in the reports header. **Team insights** shows: - Who is above capacity in this period - Who is on leave in this period, with policy names, and the effect on team capacity - Who is on leave next week, including how many requests are approved vs pending Each signal has an empty state when nobody matches — for example, “Everyone is within capacity this period.” Insights does not appear on Utilization, Time Accounting, other reports, or a personal-scope view. ### How to get the best out of the workload report Looking at this report on a weekly basis will allow you to quickly understand the status of your team and spot overwork or extra capacity.   - [Getting started](https://docs.toggl.com/getting-started?hsLang=en#main-content) - [Start here](https://docs.toggl.com/getting-started?hsLang=en#start-here) - [Quickstart Guides](https://docs.toggl.com/getting-started?hsLang=en#quickstart-guides) - [Set up your Workspace](https://docs.toggl.com/getting-started?hsLang=en#set-up-your-workspace) - [Toggl Guides for Toggl Track and Toggl Plan users](https://docs.toggl.com/getting-started?hsLang=en#toggl-guides-for-toggl-track-and-toggl-plan-users) - [Using Toggl, page by page](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#main-content) - [Timer](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#timer) - [Reports](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#reports) - [Projects](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#projects) - [Tasks](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#tasks) - [Timeline](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#timeline) - [Members](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#members) - [Approvals](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#approvals) - [Time Off](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#time-off) - [Profile Settings](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#profile-settings) - [Admin Settings & Security](https://docs.toggl.com/admin-settings-security?hsLang=en#main-content) - [Workspace Setup](https://docs.toggl.com/admin-settings-security?hsLang=en#workspace-setup) - [Tracking & Rates](https://docs.toggl.com/admin-settings-security?hsLang=en#tracking-rates) - [Single Sign-on](https://docs.toggl.com/admin-settings-security?hsLang=en#single-sign-on) - [Subscription & Billing](https://docs.toggl.com/subscription-billing?hsLang=en) - [Toggl Apps](https://docs.toggl.com/toggl-apps?hsLang=en#main-content) - [Mobile](https://docs.toggl.com/toggl-apps?hsLang=en#mobile) - [Desktop](https://docs.toggl.com/toggl-apps?hsLang=en#desktop) - [Browser Extension](https://docs.toggl.com/toggl-apps?hsLang=en#browser-extension) - [API & Integrations](https://docs.toggl.com/api-integrations?hsLang=en) - [Troubleshooting & FAQs](https://docs.toggl.com/troubleshooting-faqs?hsLang=en#main-content) - [My Toggl Acount](https://docs.toggl.com/troubleshooting-faqs?hsLang=en#my-toggl-acount) - [Common Questions](https://docs.toggl.com/troubleshooting-faqs?hsLang=en#common-questions) Copyright © 2026. Toggl. [Privacy Policy](https://toggl.com/legal/focus/privacy/)