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Reports

Utilization reports, project allocation breakdowns, worklog audit trails, and leave summaries

Templates Capacity & Utilization, Project Allocation, Work Log, Time-Off
Output Table view, CSV export
Features Bookmark configurations, reconfigure, export
Scope Day, week, or month granularity

Overview

Navigate to Workspace View > Reports to access the report gallery.

The Reports module provides pre-built report templates for analyzing resource utilization, project allocation, time spent, and leave. Report configurations can be bookmarked for quick re-use and exported to CSV.

Utilization measures how much of a team member's available capacity is consumed by scheduled work, expressed as a percentage. Throughout this page, Scheduled Hours refers to planned work hours from the Numbers column on your monday.com items, while Logged Hours refers to actual work hours recorded through the Time Tracking module (worklogs).

Whether you need a quick snapshot of team utilization for a standup or a detailed worklog export for invoicing, Reports gives you the data in a structured, filterable format that you can generate in seconds.

Reports module showing Report Templates with Capacity & Utilization, Project Allocation, Time-Off, and Work Log cards
Tip Reports pull data from your plugin database (worklogs, timesheets, leave records) and from monday.com (items, people, timelines). Make sure your boards are configured with the correct column mappings in Settings so that reports show accurate data.

Navigate to Reports in the Workspace View to access the report gallery. The gallery organizes content into two tabs:

Tab Description
Report Templates Browse all four report templates. Click a template card to configure and generate a new report. Any saved reports also appear in this tab below the templates.
Bookmarked Reports Your bookmarked report configurations. Click a bookmark to re-run the report with its saved parameters — no need to reconfigure filters each time.
Report gallery showing Report Templates and Bookmarked Reports tabs with four report template cards
Note To access reports, open the app in Workspace View and click Reports in the left sidebar. Reports are available from the Workspace View only.

Report Templates

The plugin ships with four report templates, each designed for a specific analytical need. All templates produce tabular output that can be filtered, sorted, and exported.

1. Capacity & Utilization Overview

When would I use this? Run this report when you need to understand how effectively your team's time is being used. This is the report to pull before sprint planning, during capacity reviews, or when leadership asks "how busy is the team?"

The Capacity & Utilization Overview shows each team member's scheduled hours and utilization percentage over a chosen time range. It is the primary tool for understanding how effectively your team's capacity is being used and for spotting who is overbooked or who has bandwidth.

Grouping Options

Use the Group by setting in the report configuration to organize results:

Key Metrics

Metric Description
Total Available Available working hours based on the user's capacity scheme minus holidays and approved leave.
Utilized Total scheduled hours from the Numbers column on assigned items for the period.
Rate Utilized / Total Available × 100. Color-coded cells across the date columns indicate utilization level.

Cell Color Coding

Each cell in the date columns is color-coded to indicate the utilization level for that period:

Color Meaning
Gray Off — weekends, holidays, or leave days
Green (light) Underloaded — 0–50% utilization
Green Balanced — 50–100% utilization
Orange Warning — 100–120% utilization
Red Overloaded — above 120% utilization
Example Run a Capacity & Utilization report for the current month with daily scope and Group by "None." The report shows a row per team member with date columns across the top. Each cell displays the scheduled hours for that day, color-coded by utilization. The summary columns on the left show:

Team Member Total Available Utilized Rate
Full-time team member 160h 128h 80%
Part-time team member 80h 88h 110%

Green cells indicate balanced workload, while orange or red cells highlight days where the team member is over-allocated and may need tasks redistributed.
Resource Utilization Forecast showing per-person daily utilization with color-coded cells (green/yellow/red)
Common mistake Running a utilization report without setting up capacity schemes first. If your team members don't have capacity schemes assigned, the report uses the default (8h/day, Mon–Fri) — which may not reflect reality for part-time staff or contractors. Set up capacity schemes before relying on utilization percentages.

See it in action: Balancing your team's workload across projects

2. Project Allocation Breakdown

When would I use this? Run this report when you need a project-level view of how effort is distributed across boards. Compare planned hours per board side by side to identify resource imbalances and reallocate proactively.

The Project Allocation Breakdown shows how scheduled hours are distributed across your boards and projects over a given period. Each board is displayed as a row with person-level sub-rows showing individual allocations across the selected date columns (days, weeks, or months).

Table Structure

Column Description
Board Name The monday.com board name. Each board row shows total scheduled hours across all assignees.
Person Expandable sub-rows under each board showing per-person allocation.
Total Sum of scheduled hours for the entire reporting period.
Date columns Scheduled hours broken down by day, week, or month depending on the selected scope.
Example Run a Project Allocation Breakdown with weekly scope for the current quarter. The report shows each board as an expandable row:

Board Total Jan 6–12 Jan 13–19 Jan 20–26
Project Alpha 240h 80h 80h 80h
  Jane Smith 120h 40h 40h 40h
  John Doe 120h 40h 40h 40h
Project Beta 160h 60h 60h 40h

Click a board row to expand it and see person-level breakdowns. This makes it easy to spot which projects are consuming the most resources week by week.
Project Allocation Breakdown showing boards with per-person scheduled hours
Note The Project Allocation Breakdown shows scheduled hours (planned work) from the Numbers column — not actual logged time. To see actual hours worked, use the Work Log Audit Trail instead.

3. Work Log Audit Trail

When would I use this? Run this report when you need a detailed list of all work log entries for invoicing, payroll, compliance audits, or billing reconciliation.

The Work Log Audit Trail presents a flat list of all worklogs recorded through the time tracking module. It provides the most granular view of logged time, including the timesheet approval status of each entry.

Filter Options

Report Columns

Column Description
Status Timesheet approval status for the worklog entry (e.g., Approved, Pending, Rejected).
Approved by The person who approved the timesheet for this entry's period (if applicable).
Person The team member who logged the time.
Date The date the work was performed.
Board The board the item belongs to.
Item The monday.com item the worklog is recorded against.
Time Spent Number of hours logged in this worklog entry.
Comment Optional note or description attached to the worklog.
Example Run a Work Log Audit Trail for the previous month, filtered by a specific team. The report lists every worklog entry sorted by date, showing the approval status alongside each entry. Export the results to CSV for client invoicing or payroll processing.
Tip The Work Log Audit Trail includes the timesheet approval status for each entry, making it ideal for compliance audits. You can see at a glance which worklogs have been approved and by whom.
Detailed Work Log Audit Trail showing worklog entries with status, person, board, item, hours, and comments

See it in action: Tracking time and billing clients accurately

4. Time-Off & Absence Summary

When would I use this? Run this report when you need to review team availability, track leave usage by type, or prepare for capacity planning around upcoming absences.

The Time-Off & Absence Summary tracks approved leave days for every team member, grouped by leave type and broken down by day, week, or month. It is designed for HR tracking, capacity planning, and anticipating coverage gaps.

Filter Options

Report Columns

Column Description
Person The team member's name.
Total Total leave days taken across all leave types for the reporting period.
H (Holidays) Total holiday days from the user's holiday calendar scheme.
Leave type columns One column per leave type (e.g., AL for Annual Leave, SL for Sick Leave) showing total days for that type. Leave types are dynamically determined by your configured leave types.
Date columns Breakdown of leave days per day, week, or month depending on the selected scope.
Example Run a Time-Off & Absence Summary for the current year with monthly scope. The report shows a row per team member with their total leave days, a breakdown by leave type, and monthly columns showing when leave was taken. Use this to anticipate coverage gaps — for instance, if multiple team members have leave in the same month, you can plan for reduced capacity.
Leave Report showing per-person leave days by type (SL, VA, PD, UL) with monthly breakdown
Note The Time-Off report only includes approved leave. Pending or rejected leave requests are not shown. Make sure leave requests are processed through the Leave Management approval workflow before running this report.

Creating and Configuring Reports

Follow these steps to create a new report from the gallery:

Choose a Template

From the Report Templates tab, click on the template card for the report you want to generate (Capacity & Utilization Overview, Project Allocation Breakdown, Work Log Audit Trail, or Time-Off & Absence Summary).

Configure Report Parameters

A configuration dialog opens with the available filters for the selected report type:

  • Period — Choose a preset time range or select "Custom Range" to set specific start and end dates.
  • Scope — Choose the date column granularity: Day, Week, or Month (not available for Work Log reports).
  • Teams — Filter by monday.com teams (available for Utilization, Time-Off, and Work Log reports).
  • People — Filter by specific team members (available for Utilization, Time-Off, and Work Log reports).
  • Boards — Select specific boards to include (available for Utilization and Project Allocation reports). Leave empty to include all configured boards (up to 100).
  • Group by — Choose how to group results: None, Team, Board, or Item (Utilization report only).

Create the Report

Click "Create" to generate the report. Results appear in a table view. You can reconfigure the report from the toolbar without starting over.

Report creation form with Period, Scope, Teams, People, Boards, and Group by configuration
Note Board and user pickers in the report configuration follow the standard searchable dropdown pattern: the first 10 recently used entries load by default, and you can type 2+ characters to search for more.
Common mistake Leaving the Board filter empty and getting an overwhelming report. If you have many boards, always filter to the specific boards you need. Reports across all boards can be slow and hard to read.

Bookmarking Reports

After generating a report, you can bookmark its configuration for future use. Bookmarking a report saves the selected template, all filters, and display options so you can re-run it later with a single click.

Bookmark a Report

After generating a report, click the "Bookmark" button in the report toolbar.

Name Your Bookmark

In the dialog that appears, enter a descriptive name for the bookmark (up to 200 characters) and confirm.

Re-run Bookmarked Reports

Navigate to the Bookmarked Reports tab in the gallery and click any bookmark to re-run it instantly with its saved configuration. Bookmarks can also be deleted from this tab when no longer needed.

Tip Bookmark your most-used report configurations — for example, "Weekly Team Utilization" or "Monthly Client Worklogs" — so you can regenerate them in one click without reconfiguring filters each time.

Exporting

Every report type supports exporting to CSV for offline analysis, sharing with stakeholders, or archival purposes.

Export Details

Feature Description
Format CSV (comma-separated values). Can be opened in Excel, Google Sheets, or any spreadsheet application.
Contents All visible data columns including summary and date columns. Sub-rows (e.g., per-board or per-person breakdowns) are included as indented rows.
Delivery Downloaded immediately to your browser's default download location.
Filename Auto-generated based on the report type, scope, and date range — e.g., utilization_weekly_report_2026-01-01_2026-03-31.csv

To export, click the Export button in the report toolbar. The export includes the full report data — if you have filters applied, only the filtered data is exported.

Tip The CSV export can be opened directly in Microsoft Excel or Google Sheets for further analysis, charting, or sharing.

Report Toolbar

After generating a report, the toolbar at the top provides these actions:

Report toolbar showing Export, Bookmark, Reconfigure, and Back to Reports buttons