Block hours, assign services, see utilisation. Saved locally
Adaptive tracking
BackupSave a named snapshot you can roll back to, and download a backup file so your work can never silently vanish. Re-import it any time or on any device.
Block out who is working, when and where. Just place people into the hours they'll be in — you'll decide what they're doing on the Schedule tab.
Manage staffRemove anyone irrelevant (e.g. MBO system entries) or add new. Removing clears that person's hours at that site.
StampTurn on, then click hours to drop this person in repeatedly. Click again to remove.
Copy a dayto
Weekly hours per person (all sites)
Alerts & coverage
Interim cover · roles you're recruiting for
For the hours you blocked out, set what each person is doing: PT (1:1), GP (group PT, incl. semi-private), or Free (admin, FOH, cover). Blocks with a dashed outline aren't set yet.
Set typeTurn on, then click a person's block to set just them. Click again with the same service to clear it.
ServicesThese are the options you pick from on this tab. Rename, recolour, add your own or remove ones you don't use. Value weights for the utility score are on the Utilisation tab.
Each person's weekly hours split by service. The utility score is the average value of each hour they work, using the weights below — so mostly 1:1 PT scores high, mostly free time scores low. Unassigned hours count as zero value, so they pull the score down until you decide their use.
Hours and utility score per person
Service mix across all sites
Pay is protected
This tab shows what each person is paid. Enter the PIN to view it.
Put a £ value on each service hour, and each person's pay. This shows the revenue their scheduled week generates versus what they cost. A ratio above 1.0 means they bring in more than they're paid. Click a name for the breakdown.
Revenue vs cost per person (per week)
Each site's health. Utilisation is the share of its scheduled hours that generate revenue. Ratio is revenue ÷ allocated wage cost. Idle on-site hours are staff who are present but on non-revenue work (admin, content, retention at £0, or unassigned) — your spare capacity to convert. On the matrix, top-right is optimised; low utilisation means spare capacity.
Monthly overheads by category (ex-staff)
Sites: profitability vs capacity
Monthly revenue vs cost per site
RevenueStaff costOverheads
A one-on-one view for appraisals: one coach's hours, schedule, utilisation, pay and ROI, plus suggestions for getting more from their time. Use the Show toggles to hide any section when the screen is facing them.
CoachShow
Classes and semi-private (GP) are fixed on the schedule. 1:1 PT is demand-led, so on the schedule you mark Spare capacity instead — adaptive time that PT (or anything) can fill. Each month, enter the PT hours and consultation hours each coach delivered, plus the PT revenue (and consult revenue if any) from your MBO report; the tool works out the implied PT £/hr for you. PT and consultations both draw on their spare capacity. Spare capacity is pulled automatically from the spare-capacity hours you marked on the schedule (tab 2) × 4.33 weeks — no need to enter it. It adds their fixed GP revenue and pay from the other tabs to give capacity fill and a revenue-to-cost ratio, tracked over time.
Month
Actual PT & consultations delivered —
Trends
Up to 3 staff per hour per site. Data is stored in this browser only — use Export to keep or share a copy.