Precursive recalculates Utilization records on a schedule, and you can also run the calculation on demand for a date range that you choose. Run it manually after you change a large number of Bookings or Timesheets, and you want your Utilization reports to reflect those changes before the next scheduled run.

About Utilization records

A Utilization record holds the Utilization figures for one Resource for one week. Where a week spans the end of a month, Precursive splits the week and creates one record for each part. Each record holds:

• Planned and actual time.
• Billable and non-billable time.
• Productive and non-productive time.
• The number of working days and the available hours in the period.
• The start date and the end date of the period.
• Planned and actual Utilization as a percentage, for billable and non-billable work.

Precursive calculates the working days and the available hours from the working pattern of each Resource. The calculation excludes the non-working days of the Resource and any Time Off, such as a public holiday, that falls in the period.

Precursive creates Utilization records for every Resource that has Active and Schedule Resource selected. Resource Requests are left out, as are Resources whose Joining Date or Departing Date places them outside the period.

When the calculation runs

When the Calculate Utilization scheduler is active, Precursive runs the calculation once a week. Each scheduled run covers the period from one month before the current week to six months after it. Run the calculation manually when you need a different period, or when you need your figures updated before the next scheduled run.

Recalculate Utilization for a date range

Before you start

Check the following before you run the calculation:

• Your permission set grants the Precursive Core Super User permission, which gives you access to Precursive HQ and to the System Settings section. The Precursive Core Platform Super User permission set grants it.
• The period you need covers six months or less. To cover a longer period, run the calculation multiple times.

Run the calculation

Follow these steps to recalculate Utilization for a date range:

1. Go to Precursive HQ > Background Processes.
2. In the Calculate Utilization card, enter the start and end dates:
   1. For Start Date, select the first day of the period you want to recalculate.
   2. For End Date, select the last day of the period.
3. Select Run Now.
   
   

ℹ️ Note: Precursive processes the range one week at a time, so a longer range takes longer to finish. A range longer than six months shows the message “Max 6 months allowed” under End Date, and Run Now stays unavailable. A range of exactly six months is allowed. If you select an End Date earlier than the Start Date, Precursive moves the Start Date to match. Check both dates before you select Run Now.

Keep the scheduled run active

The badge on the Calculate Utilization card shows Scheduled when the daily run is active, and Not Active when it is not. Select Schedule to activate the daily run, or Remove Scheduler to stop it. Running the calculation manually does not change the schedule.

Related resources

• Utilization Calculations & Reports
• Background Processes
• Tutorial: Reporting on Resources Utilization & Time Spent on Billable Work
• Introduction to Precursive Reports & Dashboards