AI PromptsCategoriesTime Tracking

Run a Team Utilization Dashboard

Capture the hours your team actually works, approve them without a Friday scramble, and see utilization before the month closes. These time tracking prompts build the layer between the work and the invoice: entries against projects, approvals with an owner, budget burn per project, and reminders that arrive before the timesheet is late. Built for agencies, studios, and service teams who bill for their time and want the numbers to be true.
Run a Team Utilization Dashboard

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Build me a team utilization dashboard. For each person, calculate billable hours, internal hours, and total hours for the week, month, and quarter, and compare billable utilization against a target I set per role. Show the trend over the last twelve weeks rather than a single number. Add a forward capacity view for the next four weeks based on committed project work. Add an AI agent that names who is consistently above target and at risk of burning out, who is consistently below and needs work moved to them, and which project is absorbing more internal time than planned.

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01 / Spark - intelligence awakens

Run a Team Utilization Dashboard

See utilization per person against a target you set, with the billable and internal split, four weeks of capacity, and an agent that flags the outliers.

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// the spark catches · intelligence awakens · the answer unfolds

Utilization is the number that tells you whether to hire, to sell, or to say no — and most teams only see it once the quarter is already decided. This prompt builds the dashboard that shows it weekly, per person, against the target you actually set.

What's Included

  • Utilization per person against a target you define, not an industry average.
  • Billable versus internal split, so overhead is visible rather than assumed.
  • Capacity view for the next four weeks, before you take the next project.
  • An AI agent that names who is over and who is under, and suggests the shift.

How To Use

  1. Set a realistic target per role, not one number for everyone.
  2. Feed it approved hours from your timesheet.
  3. Read it weekly and move work while moving is still cheap.
  4. Use the trend, not a single week, before you hire.

Feed it from the billable hours tracker and pair it with the meeting cost calculator when internal time is eating the week.

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