KPI

The KPI module enables customers to set and define specific performance targets for various business entities on a yearly, quarterly, monthly, weekly, or daily basis. This helps improve team productivity and performance, ultimately driving greater profitability.

Users can visualize these targets through interactive BI dashboards or explore more in-depth insights by accessing detailed target reports.

KPI Rules

Create KPI

To create a new KPI (Key Performance Indicator), follow these steps:

1. Choose a KPI Name: Define a clear and specific name for your KPI.

2. KPI Types: Select the type of KPI you want to create. Available types include:

   • Visit: Track the number of client visits.
   • Payment: Monitor payments collected by reps.
   • Time Clock: Measure time clock activities (start/end day).
   • Photo: Track the number of photos captured.
   • Sales: Monitor sales targets.
   • Pre Sales: Track pre-sales activities.
   • Item Status: Track the item status entries .

3. Limit:

   • Set a maximum cap for the KPI. For example, if you want to create a target where a rep must visit all assigned clients twice a month, you can set the limit to 2.
   • Set the limit to 0 to disable the maximum cap.

4. Time Cycle: Choose the time cycle for the KPI:

   • Daily
   • Weekly
   • Monthly
   • Quarterly
   • Yearly

5. KPI Value: Define the target value for the KPI (e.g., number of visits, amount of payments, etc.).

6. Filters: Set filter fields based on the KPI type. Filters can vary depending on the KPI type, allowing you to narrow down the scope (e.g., by region, client, product, etc.).

you can think of filters as the KPI rules , for example you can define 10 visits per month and each visit should not be less than 10 mins .

Or 10 visits per month and a rep must take a photo in each visit .

Filter Behavior

• When selecting multiple entries within a single filter (e.g., Client Tag or Area Tags), the KPI will calculate based on any of the selected entries (using an OR condition).
• If you need the KPI to apply based on both filters (using an AND condition), you need to add each filter separately to achieve the desired result.

Visit KPI

The Visit Type KPI tracks the number of visits based on the selected time cycle (daily, weekly, monthly, etc.). You can customize the KPI with filters to make it stricter, meaning the more filters you apply, the more specific the KPI becomes for the reps to achieve.

Visit Type Options

1. Count: Counts the number of visits, including duplicated or non-unique visits.
2. Unique: Counts only unique visits per client (each client is counted once within the time cycle).
3. Duration: Tracks the total time spent on visits and sets a target based on hours.

Target Value Options

• Absolute Number (Default): You define the exact number of target visits.
• Assigned To: The KPI will consider the number of assigned clients for the rep, and you can apply a multiplier to this number.

Examples

• Example A: If you want to set a KPI for a rep to visit all assigned clients twice per month, set the Visit Type to "Unique", and the multiplier to 2. The system will then multiply the number of assigned clients by 2 to create the target.

• Example B: If you want to set a monthly KPI where the rep must complete 50 visits per month, but no client should be visited more than 2 times, configure it as:

  • Visit Type: Count
  • Limit: 2
  • Absolute Value: 50
  • Time Cycle: Month

• Example C: If you want the rep to complete 25 visits per week, with each visit lasting at least 10 minutes, configure it as:

  • Visit Type: Count
  • Limit: 0 (no cap)
  • Absolute Value: 25
  • Time Cycle: Week
  • Filter: Set From Total Time to 10 minutes

Available Filters for visit type

When creating a Visit Type KPI, you can apply various filters to narrow down the target and make it more specific to your business needs. The available filters include:

• Chain: Filter visits by client chain.
• Channel: Filter visits by client channel.
• Country: Filter visits by country.
• City: Filter visits by city.
• Region: Filter visits by state or region.
• Client: Filter visits by specific clients.
• Photo Tag: Filter visits based on photo tags.
• Client Tag: Filter visits based on client tags.
• Area Tag: Filter visits based on area tags.
• Visit Result: Filter visits by the outcome or feedback of the visit.
• From Total Time: Set a minimum time for the total duration of a visit.
• To Total Time: Set a maximum time for the total duration of a visit.
• From Call Total Time: Set a minimum time for call duration during visits.
• To Call Total Time: Set a maximum time for call duration during visits.
• Activity: Filter visits based on specific activities performed.
• Specialty: Filter visits by client specialty.

Payment KPI

The Payment Type KPI tracks payments collected by reps over a selected time cycle (daily, weekly, monthly, etc.). You can customize the KPI with filters to make it stricter, and the KPI will calculate based on the selected criteria, such as the number of payments or total payment amounts.

Payment Type Options

1. Count: Counts the total number of payments collected, including duplicates.
2. Unique: Counts only unique payments per client (each client is counted once per time cycle).
3. Amount: Tracks the total payment amount collected during the time cycle.

Examples

• Example A: If you want to set a KPI for a rep to collect payments from all assigned clients, and you expect each client to make a payment twice per month, set the Payment Type to "Unique", and the multiplier to 2. The system will multiply the number of assigned clients by 2 to set the payment collection target.

• Example B: If you want to set a monthly KPI for the rep to collect 100,000 USD in payments, configure it as:

  • Payment Type: Amount
  • Total Amount: 100,000
  • Time Cycle: Month

• Example C: If you want the rep to collect 5000 USD per month, for client channel Retail

  • Payment Type: Amount
  • Total Amount: 50
  • Time Cycle: Month
  • Filter : Choose channel = Retail

Available Filters for Payment Type KPIs

• Client: Filter payments by specific clients.
• Payment Type: Filter payments based on the type of payment (e.g., cash, check).
• Route: Filter payments by the route of the rep.
• Chain: Filter payments by client chain.
• Channel: Filter payments by client channel.
• Client Tag: Filter payments based on client tags.
• Area Tag: Filter payments based on area tags.
• Status: Filter payments by payment status.
• Teams: Filter payments by team.
• Country: Filter payments by country.
• City: Filter payments by city.
• From Amount: Set a minimum payment amount.
• To Amount: Set a maximum payment amount.
• Specialty: Filter payments by client specialty.

Time clock KPI

The Time Clock KPI tracks the activities of reps during their work hours, such as total time on duty, time spent with clients, and breaks. This KPI can be customized based on various aggregations and filters to monitor the performance and efficiency of reps during their work shifts.

Time Clock Aggregation Options

1. Count: Counts the total number of shifts logged by the rep.
2. Total Day Time: Tracks the total time the rep was on duty during the day.
3. Breaks Time: Measures the total amount of time the rep spent on breaks.
4. Time At Client: Tracks the total time spent with clients during visits.
5. Travel Time: Measures the total time spent traveling between locations.
6. Travel Time Between Visits: Tracks the travel time specifically between client visits.
7. Scheduled: Counts scheduled work periods.
8. Unscheduled: Counts unscheduled work periods.
9. Missed: Counts the number of scheduled work periods that were missed.

Target Value Options

• Absolute: You define the exact target, which can either be a time value (e.g., 8 hours on duty, 4 hours with clients) or a count value (e.g., number of shifts, number of scheduled periods). The type of value depends on the aggregation selected:
  • For time-related aggregations (e.g., Total Day Time, Breaks Time, Time At Client), the target will be a time value.
  • For count-related aggregations (e.g., Count, Scheduled, Missed), the target will be a count value.

Examples

• Example A: If you want to track the total number of shifts logged by a rep per week, configure the KPI as:

  • Time Clock Aggregation: Count
  • Absolute Value: 5 shifts
  • Time Cycle: Week

• Example B: If you want to track the total time spent with clients (e.g., 20 hours per week), configure it as:

  • Time Clock Aggregation: Time At Client
  • Absolute Value: 20 hours
  • Time Cycle: Week

• Example C: To monitor break time and ensure it does not exceed 1 hour per day, configure the KPI as:

  • Time Clock Aggregation: Breaks Time
  • Absolute Value: 1 hour
  • Time Cycle: Day

Available Filters for Time Clock KPIs

• From Start Time: Set a minimum start time for shifts.
• To Start Time: Set a maximum start time for shifts.
• From End Time: Set a minimum end time for shifts.
• To End Time: Set a maximum end time for shifts.
• From Total Day Time: Set a minimum total time on duty.
• To Total Day Time: Set a maximum total time on duty.
• From Breaks Time: Set a minimum break time.
• To Breaks Time: Set a maximum break time.
• From Time At Client: Set a minimum time spent with clients.
• To Time At Client: Set a maximum time spent with clients.
• From Travel Time: Set a minimum travel time.
• To Travel Time: Set a maximum travel time.
• From Travel Time Between Visits: Set a minimum travel time between client visits.
• To Travel Time Between Visits: Set a maximum travel time between client visits.
• From Scheduled: Set a minimum number of scheduled periods.
• To Scheduled: Set a maximum number of scheduled periods.
• From Unscheduled: Set a minimum number of unscheduled periods.
• To Unscheduled: Set a maximum number of unscheduled periods.
• From Missed: Set a minimum number of missed scheduled periods.
• To Missed: Set a maximum number of missed scheduled periods.
• Closed By System: Filter shifts closed by the system automatically.

KPI Report