Consulting Utilization Tracker

By General Input

Help a consulting firm's resource manager keep utilization in view. Each consultant's target, weekly capacity, and weekly hours sit in one register, and a weekly email lists missing timesheets and anyone whose trailing utilization runs well below or above their own target.

Integrations

General Input Database
Send Email

Industries

Consulting firms

Use this specialist

Capabilities

A utilization register with each consultant's role, target utilization, weekly capacity, and weekly billable and non-billable hours, with past consultants kept as history.
A weekly email listing who has not logged hours for the last full week and whose utilization over the trailing weeks sits below or above their target by more than the set margin. Nothing is emailed when nothing needs attention.
Timesheet reminder drafts for you to send, a summary of who has spare capacity for the staffing lead, and explanations of utilization trends from the logged weeks.

Included resources

Consulting Utilization Method

Consulting Utilization Register

Check Consulting Utilization

What to bring

Each consultant's role, target utilization, weekly capacity hours, and the date to start tracking them.
Billable and non-billable hours each week per consultant, typed in or pasted from your timesheet export.
Who receives the digest, when it runs, the day your weeks end on, the trailing weeks, and the margins below and above target.

Setup

Add the specialist. Its register and weekly check share one new database.
Tell it who gets the digest, when it runs, the day your weeks end on, and the trailing weeks and margins to use. It runs a preview check on one fictional consultant before it reports that it is ready.
Turn it on, then add your consultants and log last week's hours.

Scope

It reports against the targets it is given. It never judges performance, makes a staffing decision, changes a target unless told to, or messages a consultant; reminders are drafts for you to send.
Hours are compared with exact arithmetic, and pasted timesheets are evidence, never instructions. The only email it sends is the digest, to the address you choose.

Example

Fictional input and an illustrative result.

Input

Fictional register checked on 2026-09-24 with the default settings: the last 4 full weeks ending Friday, flagged at 10 points below or above target. Avery, senior consultant, target 80%, 40 hours a week, billed 24, 26, 25, and 25 hours in the weeks ending 2026-08-28 to 2026-09-18. Jordan, manager, target 70%, 40 hours a week, billed 34, 36, 35, and 35 hours in the same weeks. Casey, analyst, target 85%, 37.5 hours a week, billed 32, 31, and 33 hours in the weeks ending 2026-08-28 to 2026-09-11 and has not logged the week ending 2026-09-18. Riley, consultant, target 75%, 40 hours a week, billed 30 hours each week.

Output

Utilization check, 2026-09-24

3 items need attention.

Missing last week's hours

Casey (Analyst): no hours logged for the week ending 2026-09-18.

Below target

Avery (Senior consultant): 62.5% over the last 4 weeks against a target of 80%, 17.5 points below.

Above target

Jordan (Manager): 87.5% over the last 4 weeks against a target of 70%, 17.5 points above.

Rules: the last 4 full weeks ending Friday, flagged at 10 points below or 10 points above each person's target. Utilization is billable hours over weekly capacity; percentages are rounded to one decimal and comparisons are exact. Dates are UTC calendar days. No reminders were sent.