For a quick overview, check the Date range insights video guide.
Date range insights provide real-time analytics of your team’s allocations. They show how scheduled time compares to available capacity over a selected period, helping you make confident resourcing decisions.
With date range insights, you can:
Identify who has availability to take on more work
Spot team members who are over capacity
Review utilization before committing to new projects
Make data-driven staffing decisions
📝Note: Date range insights are limited to a maximum 92-day range. To analyze utilization over a longer period, use the Report page.
Date range insights on the Schedule
To access date range insights, either:
1) Click and drag across any date range at the top of the Schedule.
2) Select a preset date range from the dropdown menu, or choose Custom to open the date picker and define your own timeframe.
You can adjust the selected date range at any time to focus on a different period.
Once a date range is selected:
Insights appear next to each person.
An aggregated team total is displayed at the top.
This gives you both an individual and team-level view of workload and remaining capacity.
Insights format
You can toggle between showing insights in hours (clock icon) or as a percentage (% icon).
If viewing in hours, date range insights include:
Unscheduled time (Remaining capacity) – Hours still available to schedule
Scheduled time (Utilization) – Hours allocated during the selected period
Overtime – Hours scheduled beyond a person’s capacity
This view is useful when planning exact allocations in hours.
If viewing in %, date range insights include:
% Utilized - The percentage of a person’s capacity allocated
Overtime – Hours scheduled beyond a person’s capacity
This view is helpful when comparing utilization across people, roles, or departments.
Color-coding
Date range insights are color-coded to clearly highlight capacity status and potential risks within the selected timeframe.
⚪ GREY - Witnin capacity. Overall utilization during the selected timeframe is below 100%, and no overtime is scheduled.
This indicates that the team or an individual still has available capacity and that no one is scheduled beyond their working hours. Work is balanced and within capacity limits for the selected period.
🟠ORANGE - Uneven distribution. Overall utilization in the selected timeframe is below 100% (with some unscheduled time remaining), but overtime is scheduled.
This indicates an uneven distribution of work. Some team members may be overbooked, while others still have availability. A team member may be overcapacity on certain days but undercapacity on others within the selected timeframe. In this case, redistributing work can help reduce overtime without increasing overall utilization.🔴RED - Over capacity. Overall utilization in the selected timeframe is above 100% (no unscheduled time remains), and overtime is scheduled.
This indicates that the selected group or timeframe is over capacity, and adjustments are needed.
Sort your team by utilization
After displaying date range insights on the Schedule, you can sort your team by remaining capacity to quickly identify availability. You can sort by:
Unscheduled (High-low)
Unscheduled (Low-high)
Sorting helps you:
Find team members with the most availability in the selected timeframe
Identify who is closest to full capacity or already exceeding it
💡 Here’s a tip: When planning new work, sort by Unscheduled (High-low) to instantly see who has the most remaining capacity in your selected timeframe.
Date range insights on the Project plan
Just like on the Schedule, you can use date range insights on the Project plan.
At the top of the page, you’ll see:
Total scheduled hours across all projects for the selected timeframe
Or, if viewing in percentage mode, the total capacity % utilized across all projects
For each team member, you’ll see:
Hours scheduled on this project
Hours scheduled on other projects during the same timeframe
If you switch to percentage view, you’ll see:
Capacity % utilized on this project
Capacity % utilized across other projects in the same timeframe
This helps you understand how effort is distributed across your project portfolio during the selected period.
Date range insights in the Project view
In the single Project view, the default date range is the entire project duration. You can modify the selected date range as needed.
At the top, we display the totals:
Hours scheduled on this project
Hours scheduled on other projects during the same timeframe
If you switch to percentage view, you’ll see:
Capacity % utilized on this project
Capacity% utilized across other projects in the same timeframe
For each team member, you’ll see:
Hours scheduled on this project
Hours scheduled on other projects during the same timeframe
If you switch to percentage view, you’ll see:
Capacity % utilized on this project
Capacity % utilized across other projects in the same timeframe
This allows you to:
Evaluate whether someone can take on additional work
Identify overallocation caused by competing projects
Adjust assignments before workload becomes a risk