Skip to main content
All CollectionsReports & Logs
Understanding Employee Utilization Score
Understanding Employee Utilization Score

Learn all about the customization of Utilization score and formulas in Insightful to enhance your employee productivity management

Uros Maksimovic avatar
Written by Uros Maksimovic
Updated over a week ago

Understanding Employee Productivity with Insightful helps Admins customize how they want to measure productivity to fit the specific needs and goals of their organization or industry.

With options to adjust what actually falls under productive time and how it is measured and by exploring different ways of employee Utilization calculation, Admins can research what their organization's employee utilization is like under different scenarios which allows them to better understand and enhance it.

Calculating Utilization scores of employees

As an Admin, you can create a custom formula for the calculation of employe utilization.

Utilization score percentage = (Sum of activities that you consider productive / tracked time based on your requirements) x 100%

Let's break it down:


In the numerator of the formula, you can define what you consider as a productive activity. You can choose from one or all of the following options:

  • Productive Time (default choice)

  • Neutral Time

  • Manual Productive Time

  • Manual Neutral Time

  • Break Time


In the denominator of the formula, you can choose what you'd like to measure productive activities against. You can select from one of the following options:

  • Active Time

  • Work Time

  • Fixed Hours for any Day

  • Scheduled Time

Let's break it down even further:

Utilization score calculation against Active time

Active time consists of Productive Time + Neutral + Unproductive + Unlabeled + Manual Time.

This utilization assessment determines whether what you are actively working on is indeed productive. Simply put, it involves dividing productive activities from all activities.

The calculation of this utilization score takes into account the natural flow of work and the inherent presence of idle times during working hours. Therefore, the calculation excludes both idle time and break time.

Utilization score calculation against Work time

Work time consists of Active Time + Idle Time + Manual Time + Break Time.

Work time is calculated by factoring in not only total Active time, but also Idle time and time spent on Breaks. If your business or industry is sensitive to the influence of Idle time and breaks on overall productivity, then this utilization score calculation is well-suited for you.

Utilization score calculation against Fixed hours

In this scenario, you will be prompted to fill in the number of hours and threshold option.

Number of hours: Fixed hours allow you to establish a set number of hours per day that you expect your employees to work productively. For example, if your goal is to achieve 6 productive hours per day, you can use this value as the denominator in your formula. It serves as your benchmark for measuring your utilization goal, indicating how well you've performed relative to your expected target.

Threshold option: Set the minimum amount of time an employee needs to be clocked in for Insightful to recognize it as a workday.

Utilization score calculation against Scheduled time

Utilization calculation based on scheduled shifts involves measuring how efficiently work is being completed during scheduled shifts. Therefore, before switching to this calculation, make sure you have scheduled shifts.

The "scheduled hours" represent the expected working hours according to the schedule you set for employees.

Hours worked outside of the schedule

We offer an option to consider or exclude hours worked outside of scheduled shifts. When calculating employee utilization, you have the flexibility to choose whether to count or disregard these extra hours.

  • When enabled: If you choose to include extra hours, the calculation considers both scheduled hours and hours worked outside regular shifts. We allow clocking in up to 120 minutes before a scheduled shift and clocking out up to 120 minutes after a scheduled shift.

Example 1: If an employee is scheduled for 6 hours on Wednesday but works 8 hours, their utilization percentage will be 133%, which can help identify overperformers.

Example 2: If an employee works beyond their scheduled hours or on weekends (assuming there are no scheduled shifts during those days), the utilization percentage will be 100%.

  • When disabled: When this option is disabled, the calculation only considers scheduled hours. In this scenario, the maximum utilization that can be achieved is 100%. Any work done outside scheduled hours is not factored in.

Please be aware that this Utilization calculation is an organizational change that applies to everyone and cannot be customized on a team-by-team basis.

During the customization process, the calculation example will update automatically to show you the results of the selected settings.

The Utilization formula will be applied to historical data as well. The custom utilization formula is not applied to Projects. On the Employee Projects tab, utilization is calculated based on the Clocked time on a project, while on the Projects page, utilization is calculated based on Computer Activity.

Did this answer your question?