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To estimate team utilization in Clockify, open Reports > Time report > Summary, choose a date range, filter to the team and work you want to examine, then group the results by user, project, client, or date. This shows how tracked time is distributed—and, with accurate billable classifications, lets you compare billable and non-billable hours. It is not by itself a measure of work against contracted capacity.
What Clockify’s utilization report measures
Clockify does not provide one dedicated feature called a “utilization rate” for this workflow. Instead, its utilization guide describes building an estimate from tracked time and whether that time is classified as billable. The result reflects the entries included in the report and the classifications assigned to them; it is not a universal productivity score or automatically a comparison with each person’s available work capacity. Clockify’s utilization guide explains the distinction.
A billable-hours comparison is useful for questions such as how recorded time is split between billable and non-billable work, or how that split varies across people and projects. It cannot tell you whether someone was fully utilized against a work schedule unless you also account for capacity.
Prepare the data before reporting
A Summary report can only be as reliable as its source entries. Before interpreting its totals, check the setup and time records relevant to the question:
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- Confirm the right people are included on the projects being analyzed.
- Check that projects and tasks have the intended billable or non-billable classifications.
- Review tracked entries for missing, misclassified, or otherwise inaccurate time.
- If you are analyzing monetary amounts or costs, verify that the applicable rates are set correctly.
Clockify’s guide discusses these data requirements in its utilization reporting recommendations. A report does not correct inaccurate time entries or classifications for you.
Create a team view in the Summary report
- In Clockify, open Reports > Time report > Summary.
- Choose the date range you want to assess.
- Apply the Team filter and any other relevant filters, such as people, projects, clients, or tasks. Use the same scope when comparing periods so that changes are not caused merely by different included entries.
- Choose a grouping that matches the decision. Group by user to compare team members, by project or client to see where tracked time went, or by date, week, or month to examine change over time. Summary supports grouping by project, client, user, group, tag, or date, with additional subgrouping.
- Inspect the totals and chart. Depending on the selected view, the chart can show billable versus non-billable hours or time by project.
Clockify’s Summary report documentation covers its grouping, filtering, and chart options.
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Choose the Clockify view that fits the question
| Question | View | What it shows |
|---|---|---|
| Where did tracked time go across people, projects, clients, or dates? | Summary | Grouped, filterable time-entry totals and a chart for billable versus non-billable hours or project time. |
| Which individual entries need inspection or correction? | Detailed | Line-by-line time entries. Administrators can edit entries under the documented permissions. |
| How were hours distributed during a week? | Weekly | A weekly time view; Clockify’s administrator guide describes it as showing one week at a time. |
| Who worked above or below configured capacity? | Attendance | Work time, capacity, overtime, and undertime. |
| How does assigned work compare with actual hours? | Scheduling / Assignments | Team capacity and assignments, including assigned-hours comparisons with actual hours. |
| How does productive active desktop time compare with expected capacity? | Activity Monitoring | A separate activity-based utilization score; approved time off reduces expected work capacity. |
For report behavior and entry review, see Clockify’s Summary report and administrator reporting guide. Attendance details are in the Attendance report guide; assignment and capacity details are in the Scheduling team view guide. Activity Monitoring uses a different activity-based measure, described in Clockify’s utilization guide. These views answer different questions; do not treat their measures as interchangeable.
Interpret utilization without overstating what the report says
Use billable and non-billable hours as a tracked-time estimate
With the correct filters and classifications, the Summary report can show how included tracked hours divide between billable and non-billable work. Describe that result in terms of the entries and period actually selected. It does not establish how much of a person’s contracted or scheduled capacity was used.
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Use capacity views for capacity questions
If the question is whether people worked above or below configured capacity, use Attendance, which reports work time, capacity, overtime, and undertime. If you need planned assignments alongside actual hours, use Scheduling’s Team view and Assignments report. A billable-hours split alone does not supply either comparison.
Keep Activity Monitoring separate
Activity Monitoring’s score compares productive active desktop time with expected capacity, with approved time off reducing that expected capacity. That activity-based measure is not the same as billable utilization derived from time entries.
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Do not impose a universal target
Clockify’s materials describe how to build and interpret these views, but they do not establish an independently validated healthy utilization target. Set any target according to the role, workload, and capacity measure your organization actually intends to assess; do not present a billable-hours share as a universal productivity benchmark.
Access, date limits, and sharing
Clockify’s workspace-member reporting guide says admins and owners can view and export all reports, team managers can view reports for their teams, and regular users are limited to their own entries. The guide also states that the Free plan limits Summary date selection to 31 days and allows PDF-only report downloads. These are vendor-described plan details and may change; check the current workspace entitlement and interface before relying on them. See the administrator reporting guide.
The Attendance report page says that admins and team managers can access it on Standard or higher plans; admins can see all users, while team managers see the users they manage. Clockify describes Scheduling as a Pro or Enterprise feature. Check current plan availability in the Attendance documentation and Scheduling documentation.
Clockify supports exporting reports, and its utilization guide describes sharing a filtered report by generated link or exported document. Before sharing, verify the filters and check that the report does not expose confidential information. For custom analysis, the administrator guide recommends exporting Detailed report data and using spreadsheet pivot tables.
Quick Recap
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