Resource Usage

Colabmacs11/18/25About 2 min

Resource Usage

Overview

Resource Usage Records track actual resource utilization. Each time a resource is used, a usage record captures time, duration, user, project, and associated parameters or materials.

Key Features:

Automatic usage tracking
Duration calculation
Charge generation for billing
Parameter and material tracking

Viewing Resource Usage

Navigate to Resources → Resource Usage.

Resource Usage List

Dashboard:

Average Daily Usage - Shows average usage in minutes over selected period (30 Days default)
Trend chart visualization

Table Columns:

Column	Description	Example
USER	User name and project	Jay Patel - COLABDOCS
RESOURCE	Resource used	Drill Press, Lathe
STARTED	Start timestamp	29/09/2025, 12:21 GMT-6
DURATION	Total time	0.26 Hours, 45.48 Minutes

Actions: 👁 View | ✏ Edit | 🗑 Delete

Usage Record Details

Click on a record to view details.

Usage Details

Details Tab:

Field	Description
ID	Unique identifier
Resource	Resource used (linked)
Started	Start time
Ended	End time
Duration	Total time used
User	User (linked)
Project	Associated project (linked)
Event	Related reservation (linked)

Charge Tab:

View billing information
Associated charges and rates

Additional Details:

Parameters Tab:

Track process-specific settings
Record parameters used during operation
Click Create Parameter Usage Record

Materials Tab:

Track materials consumed
Record quantities

Comments:

Add notes about usage
Document issues or observations
Click Create Comment

Action Events:

Audit trail of changes

Creating Resource Usage

Click Create Resource Usage.

Create Usage Form

Required Fields

Resource (Required)

Select resource used
Dropdown selection

Started (Required)

Start date/time
Format: yyyy-mm-dd, --:--:-- --
Timezone: America/Edmonton

Ended (Required)

End date/time
Must be after start time

Unit (Required)

Time unit: Hours, Minutes, or Days

User (Required)

Select user who used resource

Project (Required)

Select associated project
Required for charge generation

Optional Fields

Qty - Quantity value for tracking Event - Link to existing reservation

Duration Calculation:

Duration = End Time - Start Time

Example:

Started: 12:21 PM
Ended: 12:36 PM
Duration: 15 minutes

Save Options

Create Resource Usage - Save and return
Create & Add Another - Save and create another
Cancel - Discard

Automatic Usage from Reservations

When users check in/out of reservations:

User books resource → Reservation created
User checks in → Start time recorded
User checks out → End time recorded
Usage record created automatically

Tracks:

Scheduled time vs actual time
Variance (early/late start or end)
Overage or underage duration

Billing and Charges

Charge Generation Requirements

For charges to generate from usage:

✓ Resource must have a Rate defined
✓ Rate must be in Rate Group associated with project
✓ Usage record must not already have a charge

Charge Calculation:

Charge = Duration × Resource Rate

Example:
Duration: 2.5 hours
Rate: $50/hour
Charge: $125

Note: If no rate exists, no charge is generated.

Usage Import

Important Notes:

No charges generated during import process
Only equipment usage is imported
Usage from inactive projects or users is skipped
Actual quantity recorded may be large (no adjustment for forgotten logouts)
Large values may skew analytics

Best Practices

Recording Usage

Check in/out promptly to ensure accurate times
Record actual usage, not scheduled time
Add comments for unusual situations
Link to correct project for billing

Parameter Tracking

Record important process parameters
Document settings for repeatability
Use consistent naming for parameters

Material Tracking

Record all consumables used
Update quantities promptly
Link to inventory when possible

Billing

Ensure resources have rates defined
Verify rate groups are assigned to projects
Review charges before finalizing invoices

Common Use Cases

1. Manual Usage Entry

Scenario: User forgot to log out

Solution:
- Create usage record manually
- Enter actual start/end times
- Add comment explaining manual entry

2. Process Documentation

Scenario: Track CNC milling parameters

Action:
- View usage record
- Go to Parameters tab
- Create parameter records:
  - Spindle Speed: 3500 RPM
  - Feed Rate: 100 mm/min

3. Material Tracking

Scenario: Record 3D printing filament use

Action:
- View usage record
- Go to Materials tab
- Add material: PLA Filament, 250g

4. Billing Review

Scenario: Review charges before invoicing

Action:
- Filter usage by project
- Check Charge tab on each record
- Verify rates applied correctly