> For the complete documentation index, see [llms.txt](https://help.agencydesk.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.agencydesk.io/admin/reports/user-time-recon.md). # User Time Recon Review billable and non-billable Task time and meetings by person and month. Select people by Department, inspect detail, and export period totals to Excel. **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, the report brings together billable and non-billable Task estimates, reported tracked time, meeting figures and the cost rates on user profiles. Its financial comparison uses estimated Task value, rather than issued-invoice revenue. Use [Billed vs Unbilled](/admin/reports/forecasting.md) when you need the invoicing position. Open it from **Reports** in the left-hand navigation, then the **User Time Recon** tab. ## Filters {% stepper %} {% step %} ### Choose the people Open **Select Users** and use the search field to find a person or Department. Tick individual people, or tick a Department heading to select everyone listed beneath it. {% endstep %} {% step %} ### Check shared Departments A person in several Departments appears under each one, but their selection stays the same wherever you tick them. A partially ticked Department means only some of its people are selected. {% endstep %} {% step %} ### Set the period Choose Last 3, 6, 12, 18 or 24 Months. The range includes the current month. For example, Last 6 Months in October includes May to October; the current month is still in progress. {% endstep %} {% step %} ### Choose completed or ongoing work Switch **Only Completed Tasks** on to focus the Task figures on completed work. Switch it off to include the available work still in progress. Time Recon Summary includes billable and non-billable Task time plus meetings; Time Efficiency, financial figures and performance scores remain billable-only. {% endstep %} {% step %} ### Return to the report Close the picker or press Escape. Use Clear inside the picker to remove your choices and return to all available people. If there are no people with data for the chosen period, choose another range. {% endstep %} {% endstepper %} Department selection groups people by their profile memberships. It does not split a person’s hours between the Departments on their Tasks. People without department details are listed under No department. {% hint style="info" %} **Great for** a studio review. Select Design to compare the designers’ billable Task figures, then open individual months before discussing estimates or overruns. The combined heading can read Design Total when the selection is exactly that whole Department. {% endhint %} ## How the report is laid out The report opens with **Overall Total** for the included users, followed by their individual sections. If your selection is exactly one or more whole Departments, the combined heading can use their names, for example **Design & SEO Total**. Other selections keep Overall Total. Each section has **Time Recon Summary** and **Time Efficiency Summary** charts. Individual users with available performance figures also have an expandable **Totals & Performance** card beneath the charts. Photos or initials and Department names help identify each person. ## 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) — the portion of estimated billable Task time counted as used. * **Unused Estimated** (teal) — estimated billable Task time not counted as used. * **Meetings** (dark blue) — the meeting hours included in the report. * **Non-Billable Used Estimated** (dark grey) and **Non-Billable Unused Estimated** (light grey) — internal or absorbed Task work, shown separately from the billable segments. The separate **Overrun Time** bar stacks billable overrun in pink and non-billable overrun in grey-pink. A non-billable Task with no estimate can show its logged hours entirely as overrun, rather than in the main estimated-time column. Read the Billable / Non-Billable key and hover a segment before comparing it with another. {% hint style="info" %} Meeting figures come from the calendar events included in the report. Click the Meetings segment to inspect the entries where they are available. A completed billable Task with no logged time can be counted at its estimate, so Tracked is not always identical to a raw Timesheet total. {% endhint %} Read together, these tell you about estimation accuracy, time discipline, scope control, and whether time was left on the table. {% hint style="info" %} **Great for** checking what sits behind a busy month. Open the Meetings segment before assuming the hours came from delivery work, then compare the listed events with the Task detail. {% endhint %} People with only meetings or only non-billable time can appear in the report too. Click a billable segment to inspect billable Tasks, or a grey segment for **Non-Billable Tasks**. On small screens each chart keeps its own colour key inside its card. ## 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. Orange marks a month where the reported tracked billable Task time exceeds its estimate. Use it to choose a month to investigate; the colour alone does not explain whether the cause was scope, estimating or delivery. Compare the estimated and tracked Task figures, then inspect the contributing Tasks. Chart bars are rounded to whole hours; detail tables and Excel figures use decimal hours for a more precise comparison. ## 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. Working Hrs is a reference for the user’s configured work schedule. A gap below the line does not by itself prove spare capacity: unlogged work and other commitments still need review. Use the [Resource Planner](/task-schedule/resource-planner.md) to review bookings and availability. ## Drilling into a month Hover a segment to read its displayed chart amount. Open a month when you need the Task-level figures or the meeting entries behind it. {% stepper %} {% step %} ### Open the month Click a Task-time bar in either chart. Where Task detail is available, the popup identifies the person or combined group and month, with a totals line and Task count. {% endstep %} {% step %} ### Find the work Use **Search tasks** to filter by Job, Task or Client. Click a column heading to sort the full list. There is no page-size control in this popup. {% endstep %} {% step %} ### Compare the hours Time Efficiency Summary detail shows Est. (hrs) and Tracked (hrs), with tracked values coloured teal or orange. Time Recon Summary detail shows Est. (hrs) and Over (hrs). Search narrows the rows; the popup totals continue to describe the full detail list. {% endstep %} {% step %} ### Continue on the record Click a Task name to open the Task. Job and Client names also open their records where links are available. Click Close when you have finished. {% endstep %} {% endstepper %} For meeting detail, click a Meetings segment that has entries. Use Search meetings to find a title or person. The combined view can identify the person for each event; the popup closes with Close. {% hint style="info" %} **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. {% endhint %} ## Totals & Performance Beneath an individual user’s charts, click the period header, for example **6-Month Totals & Performance**, to expand Totals and Averages. Click it again to collapse the card. When open, the info icon beside the heading explains the displayed measures. {% hint style="info" %} Financial and performance figures are available to the Account Owner / Super User when the report supplies them. A user without available performance figures does not receive this card. {% endhint %} ### Totals **Cost of Overrun Time** The internal cost rate on the user’s profile multiplied by the hours above the Task estimate. It shows the cost of the overrun, rather than an amount confirmed as unbilled to the client. **Resource Cost vs Estimated Value** The resource cost of the user’s reported billable Task time compared with the charge-out value of the estimated work. Estimated Value uses the Task rate and estimated hours; it is not the value of issued Invoices. ### 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. Read the score alongside the underlying Task estimates and time figures. A high score can reflect efficient delivery, generous estimates, or a mixture of both. {% hint style="info" %} The info icon explains the measures, and calculation settings define the score model. Check the contributing Tasks before using a score as evidence about a person’s performance. {% endhint %} **Profit Margin Score** A margin measure comparing the estimated value of the user’s work with its resource cost. It does not establish the margin actually realised on issued Invoices. **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 estimated value generated relative to the resource cost of the work. Read it with the estimates and rates that produced those figures. **Total Profit** **Total Profit = Estimated Value − Resource Cost** This is the report’s estimate-based Task contribution measure. It is not cash received, invoiced revenue, or a complete agency profit calculation including supplier costs and overheads. **Bonus Recommendation** `Bonus Recommendation = Bonus Percentage × Total Profit` The Commission Bonus Percentage applied to this report’s Total Profit. It is a guideline figure, not a payment instruction, and does not currently multiply in the performance score or capacity. **Score** A weighted combination of Productivity Score, Task Time Adherence, Profit Margin Score and Yield Score, using the weights in Settings. {% hint style="info" %} Read the component scores and the overall score together. Check Task scope, estimates and the underlying entries before drawing conclusions from a single month. {% endhint %} ## Calculation settings The calculation-settings gear is available to the **Account Owner and Super Users**. Choose **Settings** to review the saved model. **Reset to Default** fills the dialog with the default model; it does not save it until you click **Save**. 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 The percentage of each team member’s report Total Profit suggested as Bonus Recommendation. The recommendation does not currently depend on their performance score. ### 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** out of 100. Save is available when the four weights total 100. Click **Save** to apply the settings, or **Cancel** to leave the saved model unchanged. A failed save shows an error; it should not be read as a successful update. {% hint style="info" %} **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. {% endhint %} Changes take effect immediately on the report. ## Export User Time Recon to Excel {% stepper %} {% step %} ### Prepare the report Choose the people or Departments, month range and Only Completed Tasks setting you want to export. {% endstep %} {% step %} ### Click the download icon Click the **Export to Excel** icon at the top right, beside the settings gear where available. In **Export User Time Recon**, choose **By department** or **One list**. The download covers the selected people, months and Only Completed Tasks setting. {% endstep %} {% step %} ### Read the rows Click **Export Excel** and open the downloaded **.xlsx** workbook. By department shows each person beneath their profile Departments, Department totals, then **All departments — Total (each person once)**. One list shows everyone once in A–Z order with a Department column and one Total. {% endstep %} {% step %} ### Compare the totals In **By department**, a person in several Departments appears with their full figures in each. Department totals overlap; use the final each-person-once total. In **One list**, each person has a single row and their Departments are named together. The layout choice lasts while the report is open. {% endstep %} {% endstepper %} Hours are decimal values: **1.50** means one hour and thirty minutes. The Excel file has separate Billable and Non-Billable Estimated, Tracked, Used Estimated, Unused Estimated and Overrun columns, followed by Meetings and Working Hrs. Money columns are available only to the Account Owner / Super User and remain billable-only. This is a period-total export, not a monthly Task list. {% hint style="info" %} **Great for** a Department review spreadsheet. Export the people included in the meeting, compare the Department subtotals, and use the final total for the agency-wide view. A designer who also belongs to Strategy should be counted once in that final figure. {% endhint %} ### Include performance scores in the export On **User Time Recon**, the Account Owner / Super User can tick **Include performance scores** when performance data is available. It starts unticked. The file adds Productivity Score, Profit Margin Score, Task Time Adherence, Yield Score, Score, Total Profit and Bonus Recommendation from the Totals & Performance cards. Score cells in total rows stay blank; profit and bonus amounts are added. Manager Time Recon does not offer this option. ## 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. {% hint style="warning" %} 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. 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