The Hours Over/Under Capacity report answers one question: did a person log more or fewer hours than expected in a given month?
It's useful for spotting workload imbalances and understanding true labor costs. The data also feeds directly into overhead cost calculations, so finance teams will find it relevant beyond pure HR tracking.
đ This report is scoped to overhead cost, comparing worked hours to Capacity minus Paid Absence. If you're looking for one of these instead:
Comparing worked hours to a person's raw availability, with no cost rate involved: Overtime by Person Report
Marking specific time entries as overtime, which costs more using a cost multiplier: Tracking Overtime
To create one, go to Reports, open the + Report dropdown, and select Hours Over/Under Capacity as the data source.
How It's Calculated
Hours over capacity and hours under capacity compare Worked Hours to Capacity, adjusted for Paid Absence. If someone takes paid time off, that reduces the hours they're expected to work that month. Unpaid absence is not factored in, as this report is scoped to overhead cost tracking.
Hours over capacity: Worked Hours exceeded Capacity minus Paid Absence
Hours under capacity: Worked Hours fell short of Capacity minus Paid Absence
đ Example: A person's monthly capacity is 160 hours. They take 8 hours of paid leave, reducing that to 152 hours. If they log 170 hours, they have 18 hours over capacity. If they log 140 hours, they have 12 hours under capacity.
Available Fields
Month: The reporting period
Person: The team member
Capacity: Contractual hours they should work that month
Worked Hours: Hours actually logged
Paid Absence: Approved paid absence hours
Hours over capacity: Hours worked beyond Capacity minus Paid Absence
Hours under capacity: Hours short of Capacity minus Paid Absence
Subsidiary: Which subsidiary the person belongs to
Count: Number of people included in the row
Employee fields: Any employee field set up on a person's profile
All fields support custom formulas.
Who Appears in This Report
Not everyone shows up here. A person is included only if:
They have a fixed cost rate (weekly, bi-weekly, monthly, or annual); hourly employees are not included
Their cost rate is active (not ended before the current month)
They are a real user, not a placeholder
đ If someone is missing, check that their cost rate is set to a fixed rate type and is currently active.
Access
To see data in this report, you need permission to view time entries. Two permission levels apply:
View time entries on budgets where user is a member: you'll see data only for people on budgets you have access to
View time entries for everyone: you'll see data across the whole organization