Occupancy report
Working hours vs booked hours analysis per staff
Occupancy report
This is the salon's "do we have enough bookings" quantified. How many hours of staff working time are actually booked.
Where to find it
Reports → Team → Occupancy or directly /manager/reports/occupancy.
The math
Utilization % = Booked hours / Working hours × 100
- Working Hours – scheduled work time (from Schedule module)
- Booked Hours – duration of bookings
KPI panel (Overall Totals)
- Working Hours (h:mm format, e.g., 168:30)
- Booked Hours (e.g., 124:45)
- Utilization % (color-coded):
- Red (80%+) – overworked, capacity may be too low
- Green (60-80%) – healthy
- Orange (40-60%) – low, needs improvement
- Gray (<40%) – serious issue
Per-Staff table
Each staff member:
- Avatar / initials
- Name
- Utilization % (color-coded number)
- Booked Hours / Working Hours (horizontal progress bar)
Date presets
- Today, Yesterday
- This week, Last week
- This month, Last month
- Last 30 days
When to use it
Scenario 1, do we need to hire Occupancy → "Last 30 days." Average utilization 85%? Hire. 50%? Don't.
Scenario 2, who's underperforming Per-staff table. Someone at 30%? Maybe:
- New staff, customers don't know them yet (time issue)
- Bad schedule (Saturday-Sunday when traffic is low)
- Narrow service menu
Scenario 3, overworked star A staff at 95%. Every hour booked. Risk: burnout, customers waiting. Solution: sub-team, training so others can do their services.
Scenario 4, seasonal analysis Compare last July to last January. January: 70%. July: 50%. → seasonal dip. Intensify marketing in summer.
Scenario 5, schedule optimization If average is 50%, maybe too much scheduled time. Trim shifts → utilization rises, wages drop.
What utilization signals
80%+ red
Great! But near the edge. If it grows, customers can't get in, they go to waitlist. Healthy growth point.
60-80% green
Optimum. Where you want to be. Capacity for new customers, not much idle time.
40-60% orange
Concerning. You can take customers, but salon isn't profitable at this level.
<40% gray
Critical. Most work time doesn't earn money. Either too much scheduled time, or too few bookings. Intervention needed.
Tips
- Measure utilization weekly, not just monthly. Weekly changes show trends.
- 100% isn't the goal, no time for breaks, cleaning, late arrivals.
- Staff-level utilization isn't complete: doesn't count cleaning, planning, training. A 70% utilization can be 90% actual occupancy.
- You may not capture walk-ins if the chart shows no time. A healthy 70% utilization absorbs extras.
- Utilization is one of the best business-health indicators, worth tracking.
- Don't worry about 30% for new staff, takes time for customers to discover them.