Employee Utilization (Operational) Report

Overview

The Employee Utilization (Operational) Report gives you a quick snapshot of how well an employee's time was utilized in a given time period. 

This article covers the following sections:

When to Use This Report?

You can run this report to check the:

  • Utilization (%) of employee time over a given time period.
  • Hourly utilization of employees across a given time period. 
  • Average utilization of all employees for hourly slots for each day of the week across a given time period.
  • Average utilization of all employees for each day of the week on monthly basis.
  • Average utilization of all employees for each month.

Navigation

Follow these steps to run the report:

  1. Ensure that you are at the Center for which you want to run the report. 
  2. On the main menu, click the Reports tab.
  3. On the Reports Dashboard, click Operational Utilization (from the filter). 
  4. From the list of reports, click Employee Utilization. The report opens in a new tab.
  5. Make your selections in the filter criteria and click Refresh
  6. Click Download Hourly Data to view hourly utilization of employees. 
  7. To export the report, click the Excel  or .CSV  icons. 

Filter Criteria

Criteria Options Description
Time Period
  • 1 Month
  • 2 Months
  • 3 Months
  • 6 Months
  • Custom
Based on your requirement, from the drop-down list, select 1, 2, 3, or 6 months.

Custom dates
You can also choose Custom from the list and specify custom dates.

Important: Using custom dates, if your time period falls partly in the future, Zenoti calculates utilization based on the employees:
  • Schedule (if employee is scheduled to work on the future dates in the time period you specify) 
  • Service hours (where the employee is scheduled for appointments in the future). 
Note: For custom dates, you can view data for a maximum date range of 6 months at a time.
Example: If you wish to see data from January to August, first view data from January to June and then view data from July to August. 

Download Hourly Data

__

Click to download Hourly Data.  


Column Descriptions

 

Column Descriptions
Employee Code Displays the unique identifier for the employee. This column also appears in the downloaded Hourly Data sheet.
Name Displays the employee name. This column also appears in the downloaded Hourly Data sheet. 
Service Hours (#) Displays the total service hours based on services the employee has delivered, as per the Appointment Book.

For dates that fall in the future time, Zenoti considers the total hours for all appointments booked on each date in the time period. Zenoti also counts Recovery Time into Service Hours based on the Organization setting Consider service recovery time in employee utilization ( Admin > Organization > Organizations > Settings tab > Employee section). 
Paid Block Out Hours  (#) Displays the total block out hours that count towards utilization in the given time period. 

Note that each type of block out time has a default duration. For example, the default block out time for Lunch is 60 minutes. However, you can extend or reduce the block out time from the Appointment Book. Read: How to Create a Block Out Time for a Therapist
This report shows the actual block out time used by the employee from the Appointment Book, and not the standard time defined for the type of block out time.
Tip: You can define Block Out Hours from the Organization level > Employee > Settings > Block Out Time Types. 
 
Mandatory Break Hours (#) Display the total Mandatory Break Hours in the given time period.
Tip: You can define the Mandatory Break Hours from Center level > Employee > Employees > Employees > Name of the employee > General tab.
Total Scheduled Hours (#)
OR
Total Clocked In Hours (#)
If you have configured the Center level setting Calculate payroll hours based on as:
 
  • Schedule and actual hours combination: Zenoti displays this column name as Total Schedule Hours (#) and displays the sum of the employees’ scheduled hours in the selected time period. 
  • Actual check-in/check-out time: Zenoti displays the column name as Total Clocked In Hours (#) and displays the sum of the employees’ clocked in hours based on their check-in and check-out times.
Utilization (%)  Zenoti calculates Utilization (%) as:
(Service Hours# + Paid Block Out Hours# + Mandatory Break Hours#)/Total Scheduled or Clocked In Hours)*100

Where:
  • Service Hours# + Paid Block Out Hours# + Mandatory Break Hours# is the Numerator
  • Total Scheduled or Clocked In Hours is the Denominator

Example
Service Hours: 25
Paid Block Out Hours: 20
Mandatory Break Hours: 30
Total Scheduled/Clocked In Hours: 170
Employee Utilization (%): 44.11%
Hourly Data The following columns appear in .CSV format when you click the Download Hourly Data option. 
Year, Month, Day, Date Displays the details of the time period you specify including the Year, Month, Day and Date. 
Mandatory Break Hours (#) Display the total Mandatory Break Hours in the given time period.
Time Slot Displays the hourly slots for each day based on the Operating Hours of the Center for a given day.

Example:
If the Operating Hours are from 9am-8pm, then the Time Slots are 9am-10am,10am-11am. 
If the Operating Hours are 9:30am-8:30pm, then the Time Slots are 9.30am-10.30am, 10.30am-11.30am. 
Job Code Displays the Job Code of the employee.
Job Displays the name of the Job of the employee. 
Utilized Time Displays the number of utilized hours for the employee in a given hourly time slot. It can be any decimal number from 0 to 1. 
See Utilization % - it is similar to the numerator of the Utilization% of this report but for an hour slot.
Scheduled Hours Displays the number of scheduled hours for an employee in a given hourly time slot. It can be any decimal number from 0 to 1.
See Utilization % - it is similar to the denominator of the Utilization% of this report but for an hour slot.
NoteYou can use the service hours and scheduled hours together to give you figures for productivity as follows:
Productivity = Service Hours/Scheduled Hours
Service Hours Displays the total number of service hours for an employee in a given hourly time slot.  
Note: You can use the service hours and scheduled hours together to give you figures for productivity as follows:
Productivity = Service Hours/Scheduled Hours

 

Have more questions? Submit a request

Comments