Spot over- and under-allocation before it becomes a problem.
An organization-wide utilization matrix shows, for every person and every machine, who is overbooked in the coming weeks — and where there is still spare capacity. Across all projects, without the spreadsheet puzzle.
Utilization in % · CW = calendar week
You usually notice capacity only once it runs out.
As long as utilization sits in separate spreadsheets per project, nobody sees the whole picture. Sound familiar?
Overload surfaces too late
Only when someone drops out or resigns does it become clear they were over their limit for weeks.
Utilization only per project
Every project plans its people on its own — nobody sees the sum across all projects.
“Who has time next month?”
The question costs you follow-ups, spreadsheet exports and, in the end, a nagging gut feeling.
Skills stay in people's heads
Who can actually take this on? Without maintained skills, staffing turns into guesswork.
Four steps to an organization-wide resource view
Resource management in WORKSPACE.PM builds up step by step — from skills to steered utilization.
Capture skills
Skills, roles and attributes as a taxonomy — for people and machines alike.
Define capacity
Daily capacity per person and machine, including working-time model and absences.
Bookings flow in
Resource assignments from project planning land in the matrix automatically.
Steer utilization
Spot over- and under-allocation, drill into the causes and adjust.
Organization-wide utilization matrix
Your whole organization in one matrix — by weeks or months
Rows per person and machine, columns per period. Every cell shows booked hours against effective capacity — with absences already deducted. Filter down to your team, one skill or just the bottlenecks in seconds.
- Choose the granularity: weeks or months across the horizon you need
- Toggle the cell value: utilization in %, booked hours or free hours
- Filter by department, skill, name or “overbooked only”
- Grouped by department with a summary row — stays clear even with hundreds of people
12 more hidden
ERP migration
Data migration
Plant North – expansion
Shell hall 2
Other project
no access
Drill-down & governance
One click on a cell shows where the overbooking comes from
Behind every overloaded cell there are concrete bookings. The drill-down lists them one by one — with project, container and hours. Bookings from projects you are not allowed to see appear as “Other project” instead of exposing internals.
- Individual bookings per resource and period at a glance
- Foreign projects are masked, not hidden — the hours still count
- Jump straight into the project resource view where you have access
- Understand exactly why someone is over capacity
People and machines
People aren't the only ones with capacity — equipment is too
Press, plotter or test bench: capture non-human capacity carriers with their own daily capacity and attributes. You plan them in the same matrix as people — and take a machine out of planning with a single click during maintenance.
- Machines with a daily capacity (h/day) as a plannable resource
- Assign attributes — so machines show up in the skill search
- Deactivate during maintenance or decommissioning without losing the record
- Inactive equipment drops out of capacity and the matrix automatically
S. Merz
Senior DeveloperT. Klein
Project leadPress 1
FormingPlotter A0
Large formatTest bench
Quality assuranceEditable in the profile
or centrally by administration
Skills, roles & day rates
Your own skill taxonomy — down to the day rate
Define categories and attributes freely: skills, roles, locations, interests. Each attribute can carry a day rate, so cost is tied directly to skills. Employees maintain their own profile — or administration does it centrally.
- Freely definable categories and sub-attributes instead of a fixed taxonomy
- Optional day rate (per person-day) per attribute for cost calculation
- Self-service in the profile or central maintenance by administration
- Skills become a filter in the utilization matrix
So the planning doesn't become a project of its own
WORKSPACE.PM takes the data maintenance off your hands instead of creating a second spreadsheet world — exactly where other tools become a burden.
Utilization builds itself
The bookings come from project planning. You maintain the assignment once — the matrix rolls it up organization-wide.
Ready from day 1
A standard taxonomy of skills, organizational attributes and interests is pre-filled. No blank slate after sign-up.
Clear at any size
Department groups collapse automatically when there are many rows, and search opens the matching groups for you.
Utilization is the flip side of project planning
Every resource assignment you make in the project plan becomes visible organization-wide — without anyone copying numbers together. The matrix is the roll-up of your entire project landscape.
Frequently asked questions
What PMOs and resource managers want to know before switching.
From the resource assignments in your projects. As soon as someone is planned into a project, the hours flow into the organization-wide matrix automatically — no separate upkeep required.
Yes. The matrix groups by department with collapsible summary rows and starts collapsed when there are many rows. A search opens the groups with matches automatically.
No. The utilization view requires the right permissions. Bookings from projects a viewer may not see are masked as “Other project” — the capacity impact stays visible, the project internals do not.
Yes. Non-human capacity carriers are captured with their own daily capacity and attributes and planned in the same matrix as people. During maintenance they can be deactivated temporarily.
Yes. Resource and utilization data is available via the REST API under /v1/ — for BI analysis or payroll, for example.
End the utilization blind flight.
Try WORKSPACE.PM free for 14 days — no credit card. See your team's utilization across projects in one place.