Who can use this feature

Available on monday work management

Available on Enterprise plan

The Portfolio-Level Resource Utilization Report gives portfolio and resource managers a single, aggregated view of how resources are allocated across every project in a portfolio. Use it to spot over- and under-allocation at a glance, and make informed staffing decisions before conflicts arise.

What is the Portfolio-Level Resource Utilization Report?

monday.com's Enterprise resource management tools work together: the Resource Directory defines your people, the Resource planner allocates them to projects, task-level resourcing aligns planned effort and hours logged with individual tasks, and the Capacity manager consolidates planners into a workload overview. The Portfolio-Level Resource Utilization Report completes this picture, giving you a single view of how resources are allocated across every project in your portfolio, so you can plan proactively and catch conflicts early.

Add the report to your portfolio

The Resource Utilization report is added as a view inside your portfolio, alongside other portfolio views like Projects, Gantt, and Snapshot. To add it, open your portfolio, click the + tab at the top of the portfolio, and select Resource utilization from the menu.

What the report pulls from

The report pulls data automatically from two sources across all projects in your portfolio:

• The Resource planner, where resource allocation is planned at a high, project level.
• Any project in the portfolio with a Resource column, where resources are assigned directly to tasks.

If your team is already using either of these, no additional setup is needed.

Note: Availability is calculated based on the projects included in the portfolio; resources from projects outside the portfolio are not reflected in the report.

Understanding the report

The report displays a yearly view of every resource in your portfolio, broken down by month. Each resource appears as a row, with their availability shown as a reference line across the top of their row. You can then toggle which effort metrics are displayed alongside it (Allocated, Planned, and Spent), depending on the baseline selected (we'll cover it in the next section).

Each metric is represented as a bar within the monthly cell, so you can view multiple metrics side by side. The bars are color-coded to flag over-allocation at a glance.

To focus on specific people, click the Resource filter at the top of the report and select one or more resources.

Note: The report shows one month at a time and supports a range of one year back to three years forward.

View a resource breakdown by project

Each row in the report represents a resource and shows their aggregated totals for the month. Click any row to expand a breakdown by project, so you can see not just how loaded someone is, but exactly where that load is coming from.

From the breakdown view, go directly into the relevant project to make adjustments.

Choose your utilization baseline and metrics

The baseline you select determines the reference point for utilization and which metric toggles are available. Choose from:

• Based on availability: availability is the reference line. Toggle Allocated, Planned, and Spent in any combination to see how each metric compares against each person's total available hours.
• Based on allocation: allocation is the reference line. Toggle Planned and Spent to compare task-level data against what has been assigned in the Resource planner.
• Planned vs. actual: a fixed view that compares planned effort directly against hours already logged. 

The color-coding updates automatically based on the baseline you select.

Display options

View all effort data in hours or as a percentage, whichever works best for your team. Toggle between the two from the report's display settings:

Note: Data is refreshed every 24 hours, reflecting a near-real-time picture of your portfolio.

FAQs

What data sources does the Portfolio-Level Resource Utilization Report use?

It pulls data automatically from both the Resource planner and any project in the portfolio with a Resource column, across all projects in your portfolio.

How often is the data in the report updated?

Data is refreshed every 24 hours, so the report reflects a near-real-time view of your portfolio.

Does the report include effort from projects outside my portfolio?

No, resources from projects outside the portfolio are not reflected in the report.

Can I change how utilization is calculated in the report?

Yes, choose from Based on availability, Based on allocation, or Planned vs. actual. Each baseline determines the reference point for utilization and which metric toggles are available.