Staff Reports
Understanding how your team performs helps you make better staffing decisions, balance workloads, and identify areas for improvement. Staff reports give you data-driven visibility into task completion, response times, and work distribution across your team.
Overview
The staff reports dashboard consolidates performance data from tasks, schedules, and work history into actionable metrics. Property managers can review individual staff performance, compare team members side by side, and generate reports for specific date ranges. The goal is not micromanagement -- it is ensuring that your operation runs smoothly and that no one on your team is consistently overloaded or underutilized.
Performance Dashboard
The dashboard is the main entry point for staff reports. Navigate to Reports > Staff Performance to see an overview of your team's activity.
The dashboard displays four key metrics at the top:
| Metric | What It Measures |
|---|---|
| Tasks Completed | Total number of tasks marked as completed in the selected period. |
| Avg. Completion Time | Average time from task creation to completion across all staff. |
| On-Time Rate | Percentage of tasks completed on or before their due date. |
| Active Staff | Number of staff members who completed at least one task in the period. |
Below the summary, you see a breakdown by individual staff member with their personal metrics.
[Screenshot: Staff performance dashboard showing summary cards and per-staff breakdown table]
Task Completion Metrics
Task completion data tells you how reliably your team finishes assigned work.
What Is Tracked
For each staff member, the system tracks:
- Total tasks assigned -- How many tasks were assigned during the period.
- Tasks completed -- How many of those tasks were finished.
- Completion rate -- The percentage of assigned tasks that were completed (e.g., 47 of 52 = 90.4%).
- Overdue tasks -- Tasks that were completed after their due date, or remain open past the due date.
- Average completion time -- The mean time from when a task was assigned to when it was marked complete.
Reading the Data
A high completion rate with a low average completion time indicates an efficient staff member. If someone has a high completion rate but consistently finishes tasks just before (or after) the deadline, they may be overloaded. Conversely, a low completion rate could signal unclear assignments, insufficient training, or too many tasks.
Context matters. A maintenance technician handling complex repair work will naturally have longer completion times than a housekeeper doing standardized turnovers. Compare staff members within similar roles, not across different job types.
Response Time Tracking
Response time measures how quickly a staff member begins working on a task after it is assigned. This is the gap between when a task enters Open status and when it moves to In Progress.
| Response Time | Interpretation |
|---|---|
| Under 30 minutes | Excellent -- the staff member is picking up tasks promptly. |
| 30 minutes -- 2 hours | Normal for most operational tasks. |
| 2 -- 8 hours | Acceptable for non-urgent tasks. Worth reviewing for high-priority items. |
| Over 8 hours | May indicate the staff member did not see the assignment or is overloaded. |
Response times are averaged per staff member and can be filtered by priority level. This helps you distinguish between someone who is slow to pick up urgent tasks (a problem) versus someone who batches low-priority work for the next day (usually fine).
[Screenshot: Response time chart showing average response by staff member with priority breakdown]
Workload Distribution
The workload view shows how tasks and shifts are distributed across your team, helping you spot imbalances before they become problems.
What You See
- Tasks per staff member -- A bar chart showing the number of tasks assigned to each person in the selected period.
- Shifts per staff member -- Hours scheduled by person, broken down by property.
- Property coverage -- Which properties have the most task and shift activity, and which might be underserved.
Identifying Imbalances
If one housekeeper has 38 tasks in a week while another has 12, that is worth investigating. It could mean the first person is covering more properties, or it could mean assignments are not being distributed evenly. The workload view gives you the numbers to have that conversation.
Similarly, if a single property accounts for 40% of all maintenance tasks, that might indicate a systemic issue at that property -- aging infrastructure, a recurring plumbing problem, or equipment that needs replacement rather than repeated repair.
Generating Reports
Date Range Selection
All reports default to the current month. You can change the date range using the date picker at the top of the reports page:
- This Week -- Monday through today.
- This Month -- First of the month through today.
- Last Month -- The full previous calendar month.
- Custom Range -- Select any start and end date.
The dashboard and all metric cards update immediately when you change the date range.
Comparing Staff Performance
To compare team members side by side:
- Navigate to Reports > Staff Performance.
- Select the staff members you want to compare (up to 6 at a time).
- The comparison view shows their metrics in parallel columns.
This is useful during performance reviews or when deciding how to allocate resources for a busy period. For example, before peak season, you might compare completion rates and response times to decide who should handle the highest-volume properties.
[Screenshot: Side-by-side comparison of three staff members showing completion rate, response time, and task volume]
Exporting Reports
Click Export to download the current report as a CSV file. The export includes all visible metrics for the selected date range and staff members. Use this for offline review, sharing with property owners, or importing into external tools.
Identifying Bottlenecks
Reports help you find operational bottlenecks -- places where work is getting stuck or delayed.
Common patterns to look for:
- High overdue rate at a specific property -- The property may need more staff coverage or tasks may have unrealistic deadlines.
- One staff member with a much higher workload -- Redistribute tasks or add another team member to that property rotation.
- Long response times on urgent tasks -- Check whether the staff member has notification access (WhatsApp or SMS) and is receiving task alerts promptly.
- Declining completion rates over time -- Could indicate burnout, seasonal workload increases, or a process that needs streamlining.
Use the date range selector to compare the same metrics across different periods. If turnover clean completion times jumped from 2.5 hours to 4 hours between low season and high season, you know exactly when to bring in additional help.
Key Concepts
- Completion rate -- The percentage of assigned tasks that were finished. The single most important performance indicator for operational staff.
- Response time -- How quickly a staff member starts a task after assignment. Measures awareness and prioritization.
- Workload distribution -- The balance of tasks and shifts across your team. Uneven distribution leads to burnout and missed work.
- Context over numbers -- Always interpret metrics in context. Different roles, property sizes, and task types produce different baselines.
Common Questions
Who can see staff reports? Admins see reports for all staff across the company. Property managers see reports for staff assigned to their properties.
Do reports include tasks from all statuses? Reports include completed and overdue tasks by default. You can toggle to include open and in-progress tasks for a full workload picture.
How far back does the data go? Historical data is retained indefinitely. You can generate reports for any period since the system was first used.
Can I share reports with property owners? Yes. Export the report as a CSV and share it directly through the owner portal or via email.
Are concierge tasks included in staff reports? Concierge service items have their own reporting within the concierge module. Staff reports focus on operational tasks -- housekeeping, maintenance, and general property work.
Related
- Task Management -- Creating and tracking the tasks that feed into these reports.
- Scheduling -- Shift data that contributes to workload distribution metrics.
- Staff Management -- Managing the team members whose performance is tracked here.
- Maintenance Guide -- Work orders and maintenance tasks that appear in staff reports.