What Resources are Available?

Estimated reading time: 6 min

How to capture a Resource Availability Report?

This report will be able to show you the available time of resources during a set period of time.

In this report you can use the filters and functions to define settings:

  • Filter to report on specific Resource Groups or individual resources you want to see the availability of.
  • Set the date range.
  • Create a date availability report which will show you a breakdown per set frequency (Day, Week, Month or Year)
  • Option to add some extra data columns for more in-depth knowledge.
  • Utilize the Conditional Formatting to highlight data.

Step 1. Navigate to Reports in Hub Planner

To create a resource availability report, you need to follow these few steps. Select Reports from the top line horizontal menu. This will open the Hub Planner Reports. Showcasing Report Folders and corresponding sidebar.

Firstly, we need to access the Resource Reports

  1. Navigate to Reports
  2. Select the Resource Reports folder or the Resource Reports from the sidebar.

Hub Planner Reports Home

Step 2 – Resource Availability Report Template

In this report we will be choosing the Resource Reports folder or sidebar option. There are a set number of pre defined templates within each folder. For this report we will look to use the Resource Forecasted Availability template. We will show you how to set and adjust to your requirements.

There are 6 resource report pre-formatted templates available. We will look to choose Forecasted Availability.

Hub Planner Resource Reports

Once you click the template. Your report will appear with the following data:

  • Resource Name
  • Forecasted Availability This Month
  • Forecasted Availability Next Month

Hub Planner Resource Availability Report

Next, we need to learn how to filter, edit and adjust the report.

Step 3 – Edit, filter and adjust Resources Available Report

Open the report builder to access options to edit and filter the report. Report Toolbar -> Edit -> Report Toolbar. There are 5 tabs to allow us to edit our report.

  • Data
  • Date Range
  • Filters
  • Columns
  • Grouping

Data

Here we can alter which resources we want to show in the report. By default the report will be set to All Active Resources’. Opt to narrow your search down by Resource Group or particular resources.

There are 3 columns: Resource Groups, Single Resources and Selected Data. Selected Data is what the report will show. To remove the content from the Selected Data column, click the X Remove. Within columns Resource Groups and Single Resources, click to Add. You can scroll through the columns, alternatively type the resource via the search box. Once you are happy, click onto the next tab.

Date Range

Choose to switch the dates as necessary. By default, the report will be set to the current month. Click the arrow to choose from the pre-formatted options on the drop down list. Alternatively, click the calendar to customize a date range. We will then move onto the next tab, Filters.

Hub Planner Reports Data Range

Filters

There are 3 types of filters.

  • Project Filters
  • Resource Filters
  • Other Filters

Within each filter type is a number of filter options. Depending on the report type, the filter options will vary.

When you click on the filter options in the left hand column. The corresponding options to filter appear. Note, some filter options are in tab format. For example: Project & Events and Resources & Unassigned. By default there are a number of filter options set by default. Click and choose the filter options to change. For example, you might opt to filter resources who are remote which you might have set in Custom Fields. Or filter by client for example. Some filter options include:

  • Resource Custom Fields
  • Clients
  • Booking Category
  • Project Status

Columns

Hub Planner Reports Data ColumnsColumns allows us to pick the data that will appear in the report. So, right now, we have three columns.

  • Resource Name
  • Forecasted Availability This Month
  • Forecasted Availability Next Month

We can opt to keep/remove or add more columns into the report. The columns available appears on the left hand column (Available Columns) and the data columns set to appear in the report on the right hand column (Selected Columns). In this example, we will look to add some more data columns. Also, we will remove the Forecasted Availability Next Month column.

  • Forecasted Utilization (Tells us the percentage rate of how utilized resources are during the date range)
  • Scheduled Time (Hours the resource is scheduled to work)
  • Resource Capacity (The maximum hours a resource can work)
  • Resource Scheduled Spend (The scheduled spend per resource) (Note the Billing Rates extension is required to be installed)

Date Column Report

Within the Columns Tab is the ability to set a date column report. This means we can create a heat map style report depending on the frequency we have set. To do so, we need to select ‘Date Column Report’ under Available Columns. Within Selected Columns. We need to select the frequency (Day, Week, Month, Year). And subsequently from the columns we have selected. Which one will we allocate to the date column breakdown. Click the column option from the drop down menu. The column applied will be highlighted by a green ‘Active Split Column’. Lastly, a good idea will be to move the active split column to the bottom of the report. This way the other data is visible at the start of the report.

Hub Planner Reports Data Columns

Grouping

Hub Planner Reports Data GroupingThe last tab is Grouping. How we want to see the report data.

Right now, the report is set to group by Resource. Which means that it will show the filters and columns by the resource name. Alternatively you can switch how the report is grouped by clicking one of the options from the drop down list. We can check the box if we do not want to have the report aggregated or grouped. This will provide us with a raw level breakdown of data row by row. For this example, we are going to stick with what we have.

OK, so lastly, we click Update Report. Below is what you should see.