Fixed Hours formula is the best option for organizations that set a required number of work hours per day while allowing flexibility in when those hours are completed.
To set or modify the utilization formula, the admin can go to Settings → Utilization card.
Selecting what are productive activities
Admin can customize which activities are considered productive, tailoring the calculation to their specific needs. The sum of these activities serves as the numerator in the utilization formula.
Configuring work expectations
Admin should set a minimum number of hours and minutes employees are expected to work productively each day. This number will be used as the denominator in the formula.
Admin can also define the working days during the week. For example, employees will not have utilization expectations for weekends, if Saturday and Sunday are not selected. As a result, the utilization score will not be calculated for those days, and "N/A" will appear in the utilization column on Timesheets.
Admin can also set a minimum amount of work required for a day to be considered a working day. For example, if employees log less than 30 minutes of work in a day, utilization expectations will not apply. As a result, the utilization score will not be calculated, and "N/A" will appear in the utilization column on Timesheets.
This feature helps ensure that employees who occasionally work on weekends or days off do not have their utilization scores lowered — especially if Time Off is not logged in the system, and employees have different working days on the week level.
Time Off and Fixed Hours formula
Admins and managers with the necessary permissions can manually enter Time Off from the UI of the Schedules page or import it via CSV. They can specify:
Partial Time Off (specific hours within a day)
Full-day Time Off (one or multiple days)
Each Time Off entry can also be categorized into types such as: vacation, sick leave, public holiday, unauthorized leave, or other.
Impact of full-day Time Off on utilization score
A full day off is treated as a non-working day, meaning the utilization score will not be calculated for that day, and "N/A" will appear in the utilization column on Timesheets.
Impact of partial-day Time Off on utilization score
For partial days off (e.g., an employee works 4 out of 8 hours due to a doctor’s visit), the expected productive time is adjusted proportionally. In this case, the formula’s denominator is 4 hours instead of 8, reflecting the reduced work expectations.
Understanding employee’s long-term utilization score
Employees who work extra hours on weekends or during Time Off will have a higher utilization percentage over time compared to colleagues who did not work on those days or had reduced expected productive hours due to partial Time Off, helping identify employees who exceed expectations.
Fixed Hours formula excludes expected productive hours for non-working days from the denominator but includes all recorded productive activities from those days in the numerator when looking at longer time periods.