Team performance report

Scoro’s real-time team performance report gathers different data points related to team members into a single view to help you easily compare them and assess how efficiently each team member’s time is being used.

This report can help you:

• Understand each person’s actual availability after factoring in time off
• See how each team member’s hours are booked, planned, and logged for client work
• Compare how the tracked hours align with the team and company-wide targets 
• Identify issues like over-booking and over-servicing
• Optimize resource allocation and profitability, and many other ways.

You’ll find this report in Reports > Work > Team performance report.

This article shows you how to give access to the report to relevant people and use the report.

1. Managing access to the team performance report

Access to the team performance report is controlled by permission sets. To enable this report for a permission set:

1. Go to Settings > Administration > Permission sets
2. Click on Modules and actions for the permission set you want to modify
   
3. Scroll to the Reports section and tick the View team performance report checkbox.
   

Once enabled, users with this particular permission set will be able to see this report in the Reports module under Reports > Work > Team performance report.

2. Customizing the report data columns

The team performance report data is centered around team members, giving you a holistic 360-degree view of each team member’s performance.

It centralizes time-based data about availability, bookings, time entries, events, and tasks in a side-by-side column view, letting you easily compare and analyze different metrics on a user and role level.

To reduce noise and view only the data you need, you can select which columns to show in the report:

1. Click on View
2. Click on Data columns
3. Tick and untick the columns as needed
4. If needed, you can reorder the columns by clicking the dragging icon on the right side of the column title and dragging it to the desired position
5. Click Display.

Here are the data columns you can select in your report view and what each of them shows during the time period you’ve selected:

Standard availability

• The default full-time availability, as defined in your site’s settings.

Time off

• Total duration of time off based on the team member’s time-off entries.

Extra availability

• Total extra hours the team member is available to work on top of their standard availability.

Availability

• The total hours the team member is available to work after accounting for their extra available hours and time off.
• Always selected in the report by default.

Bookings

• The total number of booked hours (both fixed and tentative) of the team member in the selected period.
• For a more granular view, you can also select the Fixed bookings and Tentative bookings columns.
• Bookings vs Availability shows the percentage of available hours covered with bookings.
• All booking-related columns are visible only for permission sets with access to the Bookings tab in the project view or Bookings module.

Planned tasks

• The total planned duration of completed and uncompleted tasks assigned to the team member, excluding personal tasks.
• If you haven’t included weekends in the workweek under Settings > Work and projects > Projects, the hours planned for the weekend aren’t considered in this column.
• If individual allocation is not enabled on your site, the planned duration of the task is distributed equally among the assignees and will be represented accordingly in the report. 
  • Example: You assign Samantha, Jane, and Diana a task with 12 planned hours, which are split equally among them. The report will show 4 planned hours for each.
    
• If individual allocation is enabled on your site, the report will show the planned hours based on the manually specified proportions in the task.
  • Example: You assign a task with 12 planned hours and allocate 5 hours to Samantha, 3 hours to Jane, and 4 hours to Diana. The report will show the hours as allocated for each team member.
    

Time entries

• The total duration of all scheduled and completed time entries and events. Since calendar events are a form of recorded work time, they’re also taken into account for this column.
• Personal time entries and events are excluded from this report.
• For a more granular view, you can select the following columns:
  • Time entries vs Availability - the percentage of available hours covered by scheduled and completed work.
  • Scheduled time entries - the total scheduled time entries and events.
  • Done time entries - the total of all completed time entries and past events. 
  • If time-billing is enabled on your site, you can also select the Billable time entries and Billable time entries vs Availability columns to compare them with the data in the Total time entries column.

3. Filtering, sorting, and grouping the report data

You can fully customize your report view by using user, role, time, project status, and other filters.

Click on the title of any column to sort the data in ascending or descending order. If you’ve saved bookmarks, Scoro will automatically update the current bookmark with your sorting preferences.

You can also group the users by their roles to analyze and compare the same data points on a role level and across different roles.

4. Example use cases

Let’s walk through a few most common use cases for the team performance report.

4.1. Checking your team's utilization

The team performance report can help you understand how well you utilize your team, or, in other words, how many hours your team is available to work and whether these hours are properly covered with work. 

It is completely up to you what metrics you compare to measure the utilization of your team:

• For a retrospective look at your team members’ utilization, you can compare their availability data with time entries for a specific period. Time entries reflect the actual completed work, while planned time represents the anticipated or budgeted work, and booked time represents high-level reservations.
• If you’re measuring utilization based on bookings, you can add the booking-related data columns to your report and compare the bookings with the availability and time entry data.
• The bookings dimension is also the best one for understanding the utilization forecast because it shows a high-level overview of how much of each person’s time will be needed based on work that’s already in the pipeline.

Example

How busy was our design team in the last quarter?

In this example, we want to understand how much work the designer team had in the past quarter compared to how much time the designers spent sitting idle.

Let’s suppose we’ve set a company-wide minimum quarterly utilization rate of 80% and want to monitor whether our design team is meeting those targets. Since we’re looking at retrospective data, we’ll compare time entries with availability. 

First, we need to apply the following filters:

• Time range: Previous quarter
• Roles: Junior Designer, Senior Designer
• Group by: Roles
• Projects: All projects
• Project status: All (so we can see the time entry data for all projects, including the completed ones)
• Data columns: Time entries, Time entries vs Availability

Below is the filtered report view, which shows that all our Senior Designers reached the 80% utilization rate target.

Additionally, we see that:

• John, our Senior Designer, was working overtime while Rachel had some extra capacity, which is already something to watch and improve in the future.
• Kevin, our Junior Designer, had a lot of unutilized hours and hasn't met the utilization rate target.

To identify whether there's a pattern of Senior Designers working at almost full capacity and some even overtime while the Junior Designer sits idle for some part of their available hours, we could expand the time filter to 6 months.

4.2. Detecting overservicing

Overservicing occurs when your team completes more work than the project was budgeted for, which cuts into your profitability. The team performance report can help you identify if your team members may be overservicing clients.

Example

How much design and copywriting work was estimated vs done for projects completed in the previous quarter?

To identify overservicing retroactively, we’ll compare the planned tasks, time entries, and availability data and look for any significant discrepancies between the total duration of planned tasks and time entries, i.e. the time that was actually logged.

To do this, set up the team performance report like this:

• Time range: Previous quarter
• Roles: Copywriter, Senior Designer
• Grouped by: Roles
• Project status: Completed
• Data columns: Planned tasks, Time entries, Time entries vs Availability

Below is the filtered report view, which shows that our copywriter Jane and designer John logged more hours than planned for their tasks. These extra hours were most likely spent overservicing the projects. Since this extra work wasn’t budgeted for the project, it has to be written off, which cuts into the profitability of the completed projects.

The Time entries vs Availability column also shows that Jane and John ended up working overtime as a result.

Overservicing can also be monitored proactively for active projects with tools like budget charts and Quoted vs Actual table. 

Overservicing may also be related to overbooking.

4.3. Detecting overbooking

The team performance report also lets you identify discrepancies between the booked and planned hours, such as overbooking. 

Overbooking can occur in two ways:

• Overfilling - when a resource is used more than initially booked
• Underfilling - when a resource is used less than initially booked. 

Spotting such patterns over time lets you address these types of inefficiencies and ensure optimal team performance further on.

In the team performance report, you can identify overfilled or underfilled booked hours by comparing the data in the bookings and planned tasks columns.

Example

How well were our Copywriters’ bookings planned with work on the projects completed in the previous quarter?

First, set up the team performance report like this:

• Time range: Previous quarter
• Roles: Copywriter
• Project status: Completed
• Data columns: Bookings, Bookings vs Availability, Planned tasks

Below is the filtered report view, which shows us the following:

• Jane was booked for 526 hours but had 540 hours of work planned, which means her booked hours were overfilled.
• Diana, on the other hand, was booked for 450 hours, but only 410 of those hours were planned out. This clearly shows her booked hours were underfilled.

This data tells us that some of Jane’s work can likely be reassigned to Diana if her utilization is periodically lower than Jane’s.

To confirm if there’s a pattern of overbooking, you can extend the time range to 6 months or compare the data from multiple quarters.