The Schedule vs Timesheets report puts the hours on your team schedule next to the hours people logged on their timesheets. Resource and project managers use it to see where plans and reality drifted apart, and to plan the next schedule better.
Open the report
Go to Reports in the left menu. On the Standard tab, Schedule vs Timesheets is in the Project Management group. You can also type "schedule" into Search to find it.
Click the report to open it. The parameters are in the panel on the right. Change them, then click Preview to run the report again.
The scheduling reports only appear when resource scheduling is in use in your account.
Choose what to include
- Date Range: the dates to compare. The default is Last Week. Choose a past or future range, or Custom Date Range to set your own Start Date and End Date.
- Primary Grouping, Secondary Grouping and Tertiary Grouping: group and subtotal by Date, Customer, Project, Category, User, Task, Section, Month, Billable? or Week.
- Customers and Projects: pick one or more of each. The Projects list narrows to the customers you picked.
- Categories: timesheet categories, and leave types on bookings.
- User Tags and Users: the people to include. Pick a user tag to report on one team. User tags are set up under Settings › Scheduling Settings and added to people on their contact details.
- Only Billable?: only billable bookings and time entries.
- Round Timesheet Duration and Round Schedule Duration: apply your account's timesheet rounding to the logged hours, the booked hours, or both.
- Time Format: decimal hours or hours and minutes.
- Show Columns: add optional columns (see below).
- Hide Individual Entries: show only the group rows and totals.
- Project Tags and Project Categories: only projects with these tags or categories.
- Project Archive Status and User Archive Status: include active or archived projects and people, or both. Your choice also narrows the other lists.
Read the report
By default the report shows Date, Customer, Project, Timesheet Category, User, Sch Dur (booked hours) and Act Dur (logged hours). Actual hours include time entries in any approval status. Time logged without a booking shows with no booked hours, so unplanned work stands out. A column you group by moves into the group heading.
Show Columns adds these:
Option | What it shows |
|---|---|
Sch - Act Dur | Booked hours minus logged hours |
Available Hrs | The person's working hours for that weekday, from Standard Working hours on their contact |
Sch / Available % and Act / Available % | Booked and logged hours as a share of the available hours |
Cost Rate, Sch Cost Amt, Act Cost Amt and Sch - Act Cost Amt | The cost of the booked and logged hours, and the difference. See cost rates and billable rates. |
Billable Rate, Sch Billable Amt, Act Billable Amt and Sch - Act Billable Amt | The billable value of the booked and logged hours, and the difference |
Week, Month, Task, Section, Billable?, User Tags, Project Tags and Project Category | Extra detail about each row |
The report shows up to 11 columns, counting the default ones. If you choose more, it asks you to remove some instead of showing the rows.
Grouped rows show subtotals. If a group contains projects in more than one currency, its amounts show NA, because they can't be added up.
To see only the bookings, use the Schedule Details report. Each person can compare their own schedule and timesheets in the My Schedule vs Timesheets report.
Save, schedule or export
To keep your parameter choices, save the report as your own copy: see saving and sharing reports. A saved report can be emailed to you and your team on a schedule, for example last week's comparison every Monday: see scheduling reports for email delivery. To download the report as a file, see exporting data.
Who can see it
Administrators, Portfolio Managers and Finance Managers see every project. Project Managers can run the report too, and see only projects they're an active member of. Their rates and amounts stay blank on projects where they don't have Can manage Project Member Cost & Billable Rates. The Scheduling Manager and Scheduling User roles don't add the report on their own.