Workshop KPI dashboard

Summary

The Workshop KPI dashboard answers one question: are you selling enough labour for the time you have? It shows the labour hours you sold over a period, the hours your technicians clocked onto jobs, and the ratio between the two. You can see the trend over time, compare technicians on one chart, and switch the chart between sold and clocked hours.

Prerequisites

1. You are signed in as an Owner or Manager, with permission to view reports.
2. You have invoiced some labour in the period, so there are sold hours to show.
3. For the clocked-hours figures, your technicians are using the time clock. See Time clock.

Steps

Open the dashboard

1. Go to your Reports area and open the Workshop KPI dashboard.
2. Set the date range you want to look at, for example this week, this month, or a custom period.

Read the headline tiles

1. The tiles at the top give you the totals for the period: sold hours, clocked hours, and your sold-vs-clocked productivity.
2. Use these for a quick health check before you dig into the detail below.

Read the sold-hours trend

1. The trend chart plots your sold hours over time across the period.
2. A rising line means you are selling more labour. A falling line is worth investigating.

Compare technicians

1. Use the compare technicians selector to overlay several technicians as separate lines on the trend chart.
2. This shows you who is trending up and who is trending down at a glance, rather than one combined line.

Switch between sold and clocked hours

1. Use the Sold / Clocked toggle on the trend chart.
2. Sold shows the labour you billed. Clocked shows the time technicians actually spent on jobs. Comparing the two shows where time is going that you are not billing for.

What the numbers mean

1. Sold hours are the labour hours you have invoiced, taken from finalised labour lines. They are broken down by day, by technician, and by labour code.
2. Clocked hours are the time technicians clocked onto jobs using the time clock.
3. Productivity is sold hours divided by clocked hours. Above 100% means you billed more labour than the time clocked. Below 100% means jobs are taking longer than you are charging for. Tracking this per technician shows where labour is leaking.

Expected Outcome

• You can see, for any period, how much labour you sold and how it is trending.
• You can compare technicians’ direction of travel on one chart.
• You can see sold against clocked time, so under-billed work stops hiding.

Notes

1. The dashboard, reports, and exports all read from the same figures, so the numbers match wherever you look.
2. Only technicians with attributed labour appear in the per-technician views.

Troubleshooting

Problem: The clocked-hours line is flat at zero or nearly empty. Cause: Your technicians are not clocking onto jobs much in this period, so there is little clocked time to plot. Fix: This is expected until time-clock use is consistent. Encourage clocking on and off jobs. See Time clock. The sold-hours figures are unaffected.

Problem: Sold hours look lower than you expect. Cause: Only finalised, invoiced labour counts as sold. Work that is quoted or in progress but not yet invoiced is not included. Fix: Check the date range, and remember the figure reflects invoiced labour, not booked work.