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How to Categorize Non-Billable Time



Prior to the release of the Time Off feature, users tracked time against a special "PTO project" in order to populate time off information in Insights reports. The "PTO tagging" mechanism will be retired in the future, and we strongly encourage you to use the Time Off and Holidays features instead of a "PTO project". This will guarantee accurate Analytics and Insights reports in the future.

How to Categorize Non-Billable Time

In the All Actual Hours Breakdown tab on the Utilization Insights dashboard, various time elements are put into different buckets. You can categorize non-billable time into Productive, Admin/Internal, Time Off, and Holidays using the following special strings in project or group names:

  • [PTO]—Non-billable time off or PTO hours
  • [ADMIN] or [INTERNAL]—Non-billable non-productive hours
Note: You must include the brackets when using the special strings.

You can categorize non-billable time for reporting in Insights in one of two ways: by Project or by Group.

To categorize by Project, add the appropriate string, including the brackets, to either the first characters or last characters of the Project Name or anywhere in the first 224 characters of the Project Description.

To categorize by Group, add the appropriate string, including the brackets, anywhere in the group name.

Note that it is possible to place an [ADMIN] project in a [PTO] group, which can result in double counting of hours. We recommend using only the way that best fits how you use Kantata OX.


Resulting Reports

As a result, the definition of hours in these specialized Insights reports work with the following rules being applied in the order as written:

  • Billable: Any and all hours on billable projects are viewed as such.
  • Admin/Internal: Any hours that are non-billable and are on Projects/Groups that are marked as [ADMIN] or [INTERNAL] as defined above.
  • PTO: Any hours that are marked as [PTO] as defined above.
  • Non-Billable/Productive: The total of all non-billable hours minus those categorized as non-productive or PTO. As a result all non-billable hours are categorized in one of these buckets.
  • Over/Underused Capacity: All hours are subtracted from the Total Capacity (defined as Workweek Hours) to determine if less hours were logged than the organization's Capacity (i.e. under capacity) or more (i.e. over capacity).

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