Everhour tracks work hours and timecards, while a resource planning sheet keeps utilization math clear before scheduling decisions.
Measure billable utilization against total capacity and see exactly how many hours you're leaving on the table each period.
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A resource planning sheet converts planned or logged work into a utilization rate: billable hours divided by available hours. The sheet answers a scheduling question, not a legal one: how much of a person's available capacity is assigned to billable client work for a week, month, project, or planning period.
For U.S. teams, the denominator comes from employer policy. The FLSA does not define full-time or part-time employment, and U.S. federal sources do not set a professional-services utilization target. Many firms start with 40 weekly hours because federal overtime rules require covered nonexempt employees to receive overtime pay for hours worked over 40 in a fixed 168-hour workweek.
Start the PDF with a gross capacity row, then subtract nonworking time if the sheet uses net available hours. A 40-hour weekly baseline equals 2,080 annual gross hours before company PTO, holidays, unpaid leave, or other absences. Private-sector paid holidays and paid vacation remain policy matters unless another law or contract applies.
Use separate rows for gross capacity, PTO, holidays, unpaid leave, and net available hours. OPM lists 11 federal holidays in 2026 for federal employees, but private-sector paid holidays depend on employer policy. Eligible employees of covered employers may take up to 12 workweeks of unpaid, job-protected FMLA leave for qualifying reasons, and actual leave taken should reduce available hours when the sheet uses net-working-hours capacity.
Use this formula: billable hours ÷ available hours × 100 = utilization rate. A consultant with 28 billable hours and 40 gross capacity hours has 70% gross utilization. If the same week includes 8 hours of PTO, net available hours fall to 32, and the same 28 billable hours produce 87.5% net utilization.
That difference is the main reason a resource planning sheet needs labels. A manager who sees only 87.5% utilization may assume the person has little room left. A manager who sees 70% gross utilization may miss that PTO already reduced the working week. Both figures are mathematically valid because each uses a different denominator.
A one-off PDF works for a staffing check, a client proposal, or a monthly utilization snapshot. It is enough when the inputs are final, the period is short, and no one needs an approval trail. Lock the denominator definition in the sheet header so readers know whether the rate uses gross capacity, net available hours, or total logged hours.
A managed workflow is better when capacity changes weekly, time off affects assignments, and managers need current billable versus non-billable totals. Everhour timecards can support payroll review with daily, weekly, and monthly work-hour totals, while Team Hours reporting compares working hours, project hours, time off, and weekly capacity.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Define available capacity in the sheet header before showing any utilization rate. Use gross capacity for a simple staffing baseline, such as 40 hours per week. Use net available hours when PTO, holidays, unpaid leave, or other nonworking time should reduce the denominator.
PTO should reduce capacity when the sheet measures utilization against net working time. Leave should stay outside the denominator when the sheet measures utilization against gross policy capacity. Mixing those approaches makes the same billable hours look lower or higher without any change in actual client work.
One person can show two rates because utilization depends on the denominator. A person with 28 billable hours has 70% utilization against 40 gross hours and 87.5% utilization against 32 net available hours. The sheet should display the denominator beside the percentage.
A 40-hour workweek is a common U.S. gross capacity baseline, but it is employer policy for utilization planning. The FLSA does not define full-time employment. BLS uses 35 or more hours per week as a statistical full-time classification in CPS data, not as a legal utilization denominator.
The most common mistake is combining gross capacity, net available hours, and total logged hours in one column. Each denominator answers a different question. A reliable sheet keeps billable hours, non-billable hours, PTO, holidays, and available capacity in separate rows before calculating utilization.
Everhour timecards support payroll review with daily, weekly, and monthly work-hour totals, plus project-vs-working-hour comparisons in Team Hours reporting. Those totals help managers reconcile a planning sheet against actual working hours before using the numbers for staffing or payroll checks.
Use the PDF for a quick capacity check, then keep approved work-hour totals in Everhour timecards so utilization, payroll review, and staffing records stay aligned.
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