User Time Recon

Measure each team member's estimation accuracy, time discipline, utilisation, and profitability over time, with configurable performance scoring and bonus recommendations.

User Time Recon measures how each team member's time actually performs against what was estimated for them, month by month.

It brings together estimation accuracy, overrun, meeting load, utilisation against their contracted hours, and the profitability of their time, and it can turn all of that into a weighted performance score and a bonus recommendation.

Because Agencydesk was built exclusively for agencies, none of this needs assembling. The estimates come from the Job Costing, the tracked time from Timesheets, the cost rate from the user's profile, and the billed value from Invoices.

Open it from Reports in the left-hand navigation, then the User Time Recon tab.

Filters

• Select Users — choose who to include. Every selected user gets their own section, and the totals at the top stack all of them together.

• Timeframe — the period to report on, for example Last 6 Months. Also available as 3, 12, 18, and 24 months.

• Only Completed Tasks — when on, only completed Tasks are counted, which is what you want for a finalised performance review. When off, all tracked time in the period is included, giving a more current picture of work still in progress.

How the report is laid out

The report opens with Overall Total, which aggregates every user selected. Beneath it, each user appears in their own named section.

Every section carries the same two charts side by side: Time Recon Summary on the left and Time Efficiency Summary on the right. Individual user sections also carry an expandable Monthly Totals / User Performance Score panel underneath.

Time Recon Summary

This chart breaks a user's month into where their estimated time actually went.

The stacked bar is made up of:

• Used Estimated (blue) — estimated time that was used as planned.

• Unused Estimated (green) — estimated time allocated to them that was not used.

• Meetings (dark navy) — time spent in meetings.

A separate Overrun Time bar (pink) sits alongside it, showing time logged beyond the estimate.

Meeting time only appears where a Calendar integration is connected. Without it, the Meetings segment stays empty and the picture of where someone's month went is incomplete.

Read together, these tell you about estimation accuracy, time discipline, scope control, and whether time was left on the table.

Great for spotting a meeting problem rather than a performance problem. A team member whose bar is dominated by dark navy is not underperforming on delivery, they are in meetings. That is a scheduling decision someone made, and it belongs in a different conversation to estimation accuracy.

Time Efficiency Summary

This chart puts two bars side by side for each month:

• Total Estimated (blue) — the time estimated for that user's Tasks.

• Tracked — what they actually logged, colour coded:

  • Teal where tracked came in at or under the estimate.

  • Orange where tracked went over the estimate.

The colour alone gives you the month's verdict at a glance. One orange month in six is noise. Three in a row is a pattern.

Use it to judge whether logged hours align with expectations, whether overruns are eating into output, and whether the user's available hours are translating into productive estimated time.

The Working Hrs line

Both charts carry a dotted Working Hrs line across them. This is the user's maximum available hours for that month, calculated from the working days in the month and their weekly work schedule.

Because the number of working days changes from month to month, the line steps up and down rather than running flat.

It is the utilisation reference for everything beneath it. A user whose bars sit well below the line has capacity. A user whose bars run above it is working beyond their contracted hours.

Drilling into a month

Hover any bar segment for its exact figure, for example Aug '26, Unused Estimated: 38.

Click a bar to open the Tasks behind it. A popup lists every Task the user worked in that month, with Job Name, Task Name, Client, and the estimated hours against the actual, and the results can be downloaded.

What the popup shows depends on which chart you clicked:

• From Time Efficiency Summary, the header shows Total Estimated against On Time / Overrun for the month, and each Task's actual hours are coloured teal or orange depending on whether it came in under or over.

• From Time Recon Summary, the header shows Total Estimated against Overrun Time, and each Task's overrun hours are listed in pink.

Great for a coaching conversation with evidence. Rather than telling someone they run over, open the month and show that the overruns cluster on one Client or one type of work. That is a scoping problem you can fix, not a character trait.

Monthly Totals and User Performance Score

Beneath each user's charts sits an expandable panel with two columns: Totals for the period on the left, and Averages on the right. Both are labelled with the timeframe selected, for example 6 Month Totals and 6 Month Average.

This panel is visible only to the Account Owner or a Super Admin. Nobody else sees performance scores, profit figures, or bonus recommendations.

Totals

Unbilled Value of Overrun Time

The value of time spent beyond estimated Task hours that was never billed to a client. This is the direct measure of leakage and over-servicing, where effort has not translated into income.

Resource Cost vs Billed

The user's cost to the agency, from the internal rate per hour on their profile multiplied by their total scheduled time, against what clients were billed for their work. A healthy gap indicates profitability.

Scores

Productivity Score

Measures how effectively a user completes billable work compared to the estimated or scheduled time. Higher scores mean they consistently finish work in less time than planned.

The scoring deliberately recognises scale: finishing a 10-hour Task in 5 hours is worth considerably more to the agency than finishing a 1-hour Task in 30 minutes, even though both are a 50% saving.

The reward tapers as the saving grows, so the first hours saved lift the score more than the last. How sharply it tapers is controlled by the Productivity Score Parameter in the calculation settings.

Profit Margin Score

The percentage of billed value retained after deducting the user's internal cost, being their hourly rate multiplied by hours worked.

Task Time Adherence

Measures how closely the user sticks to estimates, penalising time spent beyond the estimate and rewarding Tasks finished with time to spare. Lower overrun ratios produce higher scores.

Yield Score

The financial return generated per unit of internal cost, being billed amount divided by the user's internal cost rate multiplied by hours worked. Higher yield means a stronger profitability contribution from that person's time.

Total Profit

Total Profit = Billed Amount − Internal Cost

Billed Amount is the value invoiced to clients attributable to the user's tracked billable time in the period. Internal Cost is their internal hourly rate multiplied by the hours they tracked in the same period.

Bonus Recommendation

Bonus Recommendation = Bonus Percentage × Total Profit

An internal guideline figure suggesting a performance-based bonus tied to what the user contributed in the period. The percentage is set in the calculation settings.

Score

The component scores are weighted according to your configured model and combined, along with factors such as capacity utilisation, into a single overall score.

Component scores can exceed 100%. A Productivity Score of 149.93% means the user is completing work substantially faster than estimated, which is information worth having rather than a number to cap. Read it alongside Task Time Adherence and Yield, since consistently beating estimates by that margin can also mean the work is being over-estimated at costing.

Calculation settings

Click the gear icon in the top right of the report. It offers Settings and Reset to Default, which restores the standard model.

The User Time Recon Calculation Settings dialog holds three things:

Productivity Score Parameter

Controls how strongly time differences affect the score. Smaller values make rewards and penalties sharper, with less tolerance for small deviations. Larger values are more forgiving and smooth out minor over- and under-runs.

Commission Bonus Percentage

How much of the bonusable profit is shared with team members based on their performance score. This is the percentage used in the Bonus Recommendation.

Score Weights

The weight given to each of the four components, which must add up to 100:

• Productivity Score

• Task Time Adherence

• Profit Margin Score

• Yield Score

The dialog shows a running Total Weight so you can see when the weights balance. Click Save to apply, or Cancel to discard.

Great for making the scoring model match what your agency actually values. An agency competing on turnaround might weight Productivity and Adherence heavily. One competing on margin would push weight onto Profit Margin and Yield. The same team measured two ways gives two different pictures, and the point is to measure the thing you are actually managing towards.

Changes take effect immediately on the report.

Using the report

For directors. Identify who is both high-performing and profitable, detect margin leakage from overruns, and tie bonus structures to something measurable rather than to impressions.

For managers. Review estimation accuracy over time, coach on time discipline with the Task-level evidence to back it up, and allocate work with performance in mind.

For performance reviews. Use the longer averages rather than a single month, so a bad fortnight does not define the conversation. Combining the operational and financial view in one place also makes bonus logic transparent to the person being reviewed.

These scores measure time against estimates, and estimates are set by the agency. A user scoring badly on adherence may be working on Jobs that were underscoped at costing. Check the estimates before drawing conclusions about the person.