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When you are managing your team, you want to understand each person’s utilization so you can balance workloads and maximize billable hours. The Team Utilization Tracker Template in Teamwork gives you a clear view of who is under used, who is over booked, and how much of your time is billable vs non billable.
Instead of wrestling with spreadsheets, you see each team member’s capacity, logged hours, and utilization in one simple tracker. You can scan billable capacity for the week or month, spot gaps or overload, and adjust assignments before problems show up in missed deadlines or slipping margins.
Use it as your team utilization dashboard so utilization reviews become a regular habit. Over time, you protect your team from burnout, reduce bench time, and keep overall billable hours where they need to be.
What is the Team Utilization Tracker Template and why do I need it?
The Team Utilization Tracker Template is a structured way to track how fully each team member is being used across client work. It shows available hours, logged time, and utilization percentages so you understand who has capacity and who is stretched.
For agency owners, ops managers, project managers, and team leads, this replaces guesswork with clear utilization data. You can see whether your team is working at a healthy billable level and where to make changes to protect both people and profit.
How do I use the Team Utilization Tracker Template in Teamwork?
Start by creating a project from the Team Utilization Tracker Template in Teamwork. The template includes sample team members, target hours, and billable vs non billable categories that you replace with your own data. Then you:
Add your real team members and set their weekly available hours
Define billable and non billable time buckets that match how you work
Ask your team to log time against the right projects and categories
Review utilization by person, role, or team in Teamwork views and reports
Once this is in place, you build a weekly or fortnightly rhythm where you open the tracker, review utilization, and adjust assignments or scope before issues compound.
What signs show my team’s utilization is off balance and how does this template help?
Typical warning signs include people consistently below your target billable rate, others regularly working above a full load, and rising non billable time that pushes down overall productivity. You might also see frequent overtime for some roles while others sit idle.
The template surfaces these patterns by comparing actual logged hours to each person’s available time and billable targets. When you see under use, you can move work to that person. When you see overload, you can shift tasks, delay non critical work, or add support. This keeps utilization healthy and reduces both burnout and lost revenue.
Can this template scale for agencies with multiple teams or service lines?
Yes. You can tag or group people by team, office, or service line and then use filters in Teamwork to create focused utilization views. For example, you can look at design, development, or account management separately while still maintaining a single source of truth for the whole agency.
As you grow, you can create saved views for leadership, operations, and team leads. Everyone works from the same utilization data, but each group sees the level of detail that matters for their decisions.
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