User Time Recon Report

Navigate to User Time Recon

1

Click Reports in the left sidebar

2

Select the User Time Recon tab

3

Use the filters at the top to select:

• A User

• A Time Range

4

Optionally toggle Only Completed Tasks

Filters Explained

User Selector

Choose the team member you want to analyse.

Date Range

Select a time period (e.g. Last 6 Months).

Only Completed Tasks

When enabled:

• Only completed tasks are included in calculations.

• Useful for finalised performance analysis.

When disabled:

• All tracked time within the period is included to see a more current view.

Time Recon Summary Bar Graph

The User Time Recon report gives a detailed breakdown of an individual team member’s time performance over a selected period.

It combines:

• Estimated vs tracked time

• On-time vs overrun tracking

• Working hours comparison

• Efficiency and profitability scoring

• Bonus recommendation calculations

• Meeting time (Only with Calendar integration)

This report is designed for performance reviews, operational oversight, and incentive-based compensation structures. It compares:

• Used Estimated (Blue) – Time that matched the estimated allocation.

• Unused Estimated (Green) – Estimated time that was not used.

• Overrun Time (Pink) – Time logged beyond the estimate.

This allows you to see:

• Estimation accuracy

• Time discipline

• Scope control

• Whether time was left on the table

Time Efficiency Summary Bar Graph

Overall comparison of time spent on tasks versus time estimated relative to available working hours per month. The Time Efficiency Summary also shows the user utilisation by comparing the tracked or estimated time to the available working hours.

• Estimated Hrs vs Tracked Hours

  • Tracked < Estimated: Graph bar is aqua colour

  • Tracked > Estimated: Graph is orange colour

• Working Hours: Calculated dynamically based on the number of working days in a month and the user's work hours per day

• Use this to assess:

  • Whether logged hours align with expectations.

  • Whether overruns are affecting output.

  • Whether the user’s working hours translate into productive estimated time.

User Performance Scores

Agencydesk calculates several performance indicators for each team member in the Timesheets view. These scores help managers assess productivity, efficiency, profitability, contribution, and time discipline.

These component scores are combined (with possible additional factors such as capacity utilisation) into a Total Score, which is capped at 100. The Total Score may also inform internal bonus recommendation logic.

This section displays:

• Efficiency Score

• Profit Margin Score

• Task Time Adherence

• Yield Score

• Total Profit

• Bonus Recommendation

These scores are weighted and calculated based on your configured scoring model.

The user performance scores can only be seen by the Account Owner or a Super Admin.

Unbilled Value of Overrun Time

The total value of time spent beyond estimated task hours that was not billed to clients. This highlights leakage or over-servicing, where effort isn’t translating into income.

Resource Cost vs Billed

Shows the cost of the user to the company (based on their internal rate per hour set in their user profile multiplied by their total scheduled time) compared to what the client was billed for their work. A healthy gap here indicates profitability.

Productivity Score

Measures how effectively a team member completes billable work compared to the estimated or scheduled time. Higher scores indicate that a user consistently finishes tasks in less time than planned. Importantly, the score recognises that completing a 10-hour task in 5 hours is considerably more valuable to the agency than completing a 1-hour task in 30 minutes, even though both represent a 50% reduction.

Productivity score = base + (max_score - base) × diff / (diff + k)

Where:

• diff = total estimated time minus actual tracked time (positive = time saved)

• base, max_score (typically 100), and k are system constants that shape the scoring curve

Profit Margin Score

Reflects the percentage of billed value retained after deducting the user's internal cost (hourly rate × hours worked)

Task Time Adherence

Measures adherence to time estimates by penalising time spent beyond scheduled or estimated durations and rewarding tasks completed with time to spare. Lower overrun ratios result in higher scores for this component.

Yield Score

Measures the financial return generated per unit of internal cost (billed amount divided by the user's internal cost rate multiplied by hours worked). A higher yield indicates a stronger profitability contribution from the user's time.

Total Profit

This represents the financial value a user has contributed during the reporting period

Total Profit = Billed Amount − Internal Cost

• Billed Amount: The total value invoiced to clients that is directly attributable to the user's tracked billable time on tasks during the period.

• Internal Cost: The user's internal hourly cost rate multiplied by the total hours they tracked (spent time) in the same period.

Bonus Recommendation

The Bonus Recommendation is an internal guideline figure that suggests a potential performance-based bonus amount tied to the user's contribution in the period. This percentage can be configured in the settings dialogue under User Time Recon.

Bonus Recommendation = Bonus Percentage × Total Profit

Productivity Score Calculation Settings

1

Finding the Productivity Score Settings

Click the Settings (gear icon) in the top-right corner of the report to configure how productivity and bonus calculations work.

You can also choose Reset to Default to restore standard settings.

2

Efficiency Score Parameter

This setting adjusts how strongly time differences affect the score.

• Smaller values = Sharper rewards and penalties.

• Larger values = More forgiving, smoother impact.

Use this to control how sensitive the model is to minor overruns or underruns.

3

Commission Bonus Percentage

• Set the percentage of bonusable profit shared with the team member.

This determines how much of the calculated performance-based profit is allocated as a bonus.

4

Score Weights (Must Add to 100)

You can customise how much each performance factor contributes to the final score.

Available Components

• Efficiency Score

• Task Time Adherence

• Profit Margin Score

• Yield Score

1. Each component has a percentage weight

2. The total must equal 100

3. This allows you to align the scoring model with your company’s priorities

5

Saving Changes

After adjusting values:

1. Click Save to apply changes

2. Click Cancel to discard edits

Changes immediately affect score and bonus calculations for the selected report.

How to Use This Report Strategically

For Directors

• Identify high-performing, profitable team members.

• Detect margin leakage due to overruns.

• Tie bonus structures directly to measurable performance.

For Managers

• Review estimation accuracy trends.

• Coach team members on time discipline.

• Align work allocation with performance outcomes.

For Performance Reviews

• Use 6-month averages for balanced discussions.

• Combine financial and operational insights.

• Show transparent bonus logic tied to data.