Best utilisation tracking software

PeopleMuster ranks first for utilisation tracking: logged hours are measured against each person's expected day, approved leave and holidays are already out of the plan, and it costs $3 per person a month with HR included. Teamdeck follows at $6 per full member, then Productive at $10 per user billed yearly.

How this was judged

Ranked on the per-person monthly price of a tool that measures logged hours against availability that already excludes leave and holidays.

Six products were compared on 24 September 2026. Prices come from each vendor's own pricing page, and each capability line from the vendor's own site that day. Tools that hold both logged time and leave rank first, ordered by price. Tools that plan capacity, or that track time alone, come next, because their utilisation needs leave from somewhere else. Disclosure: PeopleMuster is our product, and it sits where the method puts it.

The ranking

PeopleMuster

$3 per person a month, every module included, no tiers. $30 per person a year on annual billing.

Who it suits: An agency or consultancy that wants a utilisation number it trusts, drawn from the same record as leave and attendance.
Where it wins: People log hours by project each day, and managers approve them in a queue. Reports show utilisation, total hours, average daily hours and a weekly trend, split by project, by department or by sheet status, and you can post them to Slack. The capacity plan's under, full and over bands follow each team's expected working day, with leave and holidays marked on the grid.

Teamdeck

Light Member $2, Full Member $6 per member a month (the page does not label the billing period). 14-day trial. Verified 24 September 2026.

Who it suits: A studio that wants resource planning, timesheets and leave in one tool, with freelancers on the same calendar.
Where it wins: Teamdeck's own page lists timesheets on projects and leave tracking (sick, casual and annual) beside resource calendars.
Where it falls short: Light and Full members are priced differently, and the page doesn't say whether the figures are monthly or yearly.

Productive

Essential $10 per user a month billed yearly ($12 monthly). Professional $25 ($29 monthly). 3-seat minimum. Verified 24 September 2026.

Who it suits: An agency that wants utilisation inside a full agency PSA and keeps employee records in an HR system.
Where it wins: Productive ships time-off and capacity alongside its project and time features.
Where it falls short: Three seats minimum, and employee records come from a connected HR system such as BambooHR.

Resource Guru

Grasshopper $5, Blackbelt $8, Master $12 per person a month. Annual billing gives two months free. No setup fee. Verified 24 September 2026.

Who it suits: A team that plans who is booked on what and wants a clear utilisation report on those bookings.
Where it wins: Resource Guru publishes a people and resource utilisation report of demand against capacity, plus a time off report.
Where it falls short: The utilisation report reads bookings, the demand, against capacity, and the top tier is $12 a head.

Runn

Lite $7, Standard $11 per resource seat a month billed yearly ($9 and $13 monthly). Advanced custom. 20-seat minimum. 30-day trial. Verified 24 September 2026.

Who it suits: A firm of 20 or more that forecasts capacity months ahead.
Where it wins: Runn sells capacity planning and forecasting, with a 30-day trial.
Where it falls short: Twenty seats minimum, so a smaller team pays for seats it doesn't fill.

Harvest

Free for 1 seat and 2 projects. Teams $9 per seat a month billed yearly ($11 monthly). Enterprise $14 ($17.50). 30-day trial. Verified 24 September 2026.

Who it suits: A team that wants simple time tracking first and will work out utilisation from it.
Where it wins: A free seat and plain published per-seat tiers.
Where it falls short: The free plan stops at one seat and two projects, and Enterprise is $14 a seat.

Questions people ask

Which tools track team utilisation and billable hours for an agency?

PeopleMuster ranks first here at $3 per person a month, measuring logged hours against a plan that already has leave and holidays in it. Teamdeck follows at $6 per full member and Productive at $10 per user billed yearly. Resource Guru, Runn and Harvest cover capacity or time tracking from $5, $7 and $9.

How do I calculate employee utilisation rate?

Divide the hours a person logged by the hours they were available, then multiply by 100. Take approved leave and public holidays out of the available hours first, or the rate reads low. A person who logs 30 hours in a 40-hour week with no leave is at 75%.

What is a good utilisation rate?

Deltek's Clarity study of architecture and engineering firms, published 12 May 2026, put staff utilisation at just under 60%. The right target varies by role and by firm. Track your own trend week over week, by project and by department, before you set one.