Viewing the Staff Report

The Staff Report is a tool that provides detailed information about staff members' activities in handling visitor calls and chat enquiries, displaying their statuses such as Active, Busy, Idle or Offline in graphical representation, with metrics that provide measurable and quantitative dimensions to assess and track staff performance providing measurable results for assessment.

Go to Report > Staff Report to view the Staff Report page from the navigation pane.

 

Overview

The report overview displays a graphical representation of your staff members' statuses. Beside each staff member's name are 24 squares, one for each hour of the day.

The following colours then represent a staff member's status:

Staff StatusColourDescription
ActiveGreenThe staff is logged into the CINNOX Web Dashboard, Mobile App, or both and is ready to receive new enquiries.
BusyRedThe staff is currently logged into the CINNOX Web Dashboard, Mobile App, or both, but they have manually changed their status to "BUSY" and will not receive new enquiries.
IdleAmberThe staff is logged into the CINNOX Web Dashboard but has not used it actively for more than 10 minutes. Or, the staff is logged into the CINNOX Mobile App but has not used it actively for more than a minute.
OfflineGreyThe staff is not logged into any CINNOX platform or device. Or, the staff is logged into CINNOX Web Dashboard, but the connection to the server was lost.
For the Mobile App: Even if the staff is logged into the CINNOX Mobile App - when they kill the app, force close it, push it to the background or leave it in the foreground while not using it, their availability status will be offline.

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If a staff member is logged in on multiple devices, their most recent status update will override any earlier updates across all devices they are logged into.

 

You can view the Report Overview in two ways:

Time View

The time view displays a staff member's status for specific hour blocks or times of the day. This gives administrators a quick snapshot of the staff member's most productive hours.

Staff Report Overview (Time View)

 

Type View

The type view displays an aggregate view of each staff member's status for the day. This gives staff administrators a more accurate representation of the total number of hours a staff member has been on a special status during the day.

Staff Report Overview (Type View)

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To print the Staff Report - Overview graphs and data, click the printer icon located at the top middle of the page.

 

Report Details

Table Details

This section lists and defines all the Staff Report columns in the table and its description. It supplies all the necessary details you want to know about each table record. As they are included in different releases, the record values will vary depending on the date of releases.

Column NameDescriptionData Availability
Staff NameThe name of the staff member added to your CINNOX service.All available
Staff TeamThe team of staff member belong in your team structure.All available
Total Active TimeThe cumulative time that the staff's availability status is active.
The term "active" implies that the staff is online and prepared to receive and handle visitors' enquiries. The data format display = HH:MM:SS
All available
Total Busy TimeThe cumulative time that the staff's availability status is busy.
The term "busy" implies that the staff is online but cannot handle visitors' enquiries. The data format display = HH:MM:SS
All available
Total Idle TimeThe cumulative time that the staff's availability status is idle.
The term "Idle" implies that the staff is online, and the status is active but not using CINNOX for more than 10 minutes. The data format display = HH:MM:SS
All available
Total Offline TimeThe cumulative time that the staff's availability status is offline.
"Offline" implies that the staff has logged out in CINNOX from any platform or device. The connection lost to the server also results in offline status. The data format display = HH:MM:SS
All available
Total Handled EnquiriesThe staff's total number of attended and handled enquiries.
"Handled" means enquiries with the status of ongoing and followed-up.
Start from 1 st June 2023
Handled Enquiries (%)The staff's percentage of the handled enquiries over the total number.

Handled Enquiries (%) = (Total number of handled enquiries / Total number of enquiries) x 100
Start from 1 st June 2023
Total Closed EnquiriesThe staff's total number of attended and closed enquiries. "Closed" means the enquiries closed by staff, visitors, or auto-close by the system, which will count to the enquiry owner.

The total closed enquiries might differ from the total handled enquiries due to join, takeover and transfer enquiry mechanisms.
Start from 1 st June 2023
Average (Avg) First Response Time (FRT)The average time it takes for the staff to respond to a visitor enquiry. From when the enquiry is created until the response is returned to the visitor.

Avg. First Response Time (FRT) = Sum of (Staff responded time — Time enquiry being created)/Total number of created enquiries.

The data format display = HH:MM:SS

:closed-book: Enquiries such as Missed, Abandoned, Followed-up and transferred to another staff are not included in the FRT calculation.
Enquiries handled by IVR, Call System and Chatbot do not have FRT. But when transferred to the staff, the FRT calculation applies.
Start from 1 st June 2023
Average (Avg) Followed-up TimeThe staff's average duration between a missed enquiry and the first follow-up by staff.

Avg. Followed-up Time = Sum of (Followed-up Time — Missed Time) / Total number of followed-up enquiries

The data format display = HH:MM:SS
Start from 10th August 2023
Avg. Closed TimeThe average duration between a created enquiry and when it is closed.
"Closed" means the enquiry is closed by staff or visitors or automatically closed by the system, and the enquiry count is attributed to the enquiry owner.

Avg. Closed Time = Sum of (Closed Time — Created Time) / Total number of closed enquiries.

The data format display = HH:MM:SS
Start from 10th August 2023
Total Submitted Direct SMSThe total number of direct SMS successfully submitted by the staff.All available
On-net Call from VisitorThe count of on-net calls the visitor made and answered by the staff and their percentage.

The data format display = the number of answered calls over the total calls and the percentage, e.g. 8/10/80%
Start from 10th August 2023
Off-net Call from VisitorThe count of off-net calls the visitor made and answered by the staff and their percentage.

The data format display = the number of answered calls over the total calls and the percentage, e.g., 8/10/80%
Start from 10th August 2023
On-net Call to VisitorThe count of on-net calls the staff made and answered by the visitor and their percentage.

The data format display = the number of calls made over the total calls and the percentage, e.g. 8/10/80%
Start from 10th August 2023
Off-net Call to VisitorThe count of off-net calls the staff made and answered by the visitor and their percentage.

The data format display = the number of calls made over the total calls and the percentage, e.g. 8/10/80%
Start from 10th August 2023
Staff CallThe count of internal calls (staff-to-staff calls, including enquiry warm transfer calls) made and received and their percentage.

The data format display = the number of answered calls over the total calls and the percentage, e.g. 8/10/80%
Start from 10th August 2023
Conference CallThe count of conference calls hosted and joined by the staff and their percentage. When staff rejoin the same conference call, it will still be counted as one call.

The data format display = the number of participated calls over the total conference and the percentage, e.g. 8/10/80%
Start from 10th August 2023
On-net Call Duration from VisitorThe staff's cumulative duration of answered on-net calls from visitors. The data format display = HH:MM:SSStart from 10th August 2023
Off-net Call Duration from VisitorThe staff's cumulative duration of answered off-net calls from visitors. The data format display = HH:MM:SSStart from 10th August 2023
On-net Call Duration to VisitorThe staff's cumulative duration of on-net calls made to visitors. The data format display = HH:MM:SSStart from 10th August 2023
Off-net Call Duration to VisitorThe staff's cumulative duration of off-net calls made to visitors. The data format display = HH:MM:SSStart from 10th August 2023
Staff Call DurationThe staff's cumulative duration of internal calls made and received. The data format display = HH:MM:SSStart from 10th August 2023
Conference Call DurationThe staff's cumulative duration of hosted and joined conference calls. The data format display = HH:MM:SSStart from 10th August 2023
On-net Call Avg. Duration from VisitorThe staff's average duration of answered on-net calls from visitors. The data format display = HH:MM:SSStart from 10th August 2023
Off-net Call Avg. Duration from VisitorThe staff's average duration of answered off-net calls from visitors. The data format display = HH:MM:SSStart from 10th August 2023
On-net Call Avg. Duration to VisitorThe staff's average duration of on-net calls made to visitors. The data format display = HH:MM:SSStart from 10th August 2023
Off-net Call Avg. Duration to VisitorThe staff's average duration off-net calls made to visitors.
The data format display = HH:MM:SS
Start from 10th August 2023
Staff Call Avg. DurationThe staff's average duration of internal calls made and received.
The data format display = HH:MM:SS
Start from 10th August 2023
Conference Call Avg. DurationThe staff's average duration of hosted and joined conference calls. The data format display = HH:MM:SSStart from 10th August 2023

 

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Note on Calls

  • When the PSTN is not listed as the staff's PSTN, it will be counted as a call from a visitor.
  • Call metrics include audio and video calls.
  • Only answered calls within the selected Date & Time contribute to the call duration and the call average duration.
  • The whole call duration will be displayed when a part of the call period overlaps with the selected Date & Time filter.
  • For the call with multiple transfers, each transfer counts as a separate call after the call ends.
  • The Staff Call cover both inbound and outbound calls.

 

By default, the Report Details displays the 10 staff members with Yesterday highest Total Active Time and can be adjusted accordingly.

Staff Report Details

 

Enquiry Metrics Illustration

The example of the enquiry metrics shows how it is calculated with the enquiry handled by each staff.

The below table is for 6 enquiries received from 12:30 to 13:00 in the service account ABC with 3 staff members.

EnquiriesCreated TimeTime RespondedEnquiry StatusDestination EndpointFirst Response TimeClosed Date & Time
INQ-000144

INQ-000147
12:30:20

12:45:05
12:30:32

-
Ongoing

Missed
Staff A

-
12s

0s
-

-
INQ-000145

INQ-000148
12:40:10

12:50:08
12:40:15

12:50:25
Closed

Ongoing
Staff B

Staff B
5s

17s
12:45:10

-
INQ-000146

INQ-000149
12:45:00

12:55:25
12:45:06

12:55:33
Closed

Closed
Staff C

Staff C
6s

8s
12:47:00

12:56:25

The below table shows how the value of the new metrics would look for the 3 staff members based on the above enquiries as an example

Staff Name (Destination Endpoint)Total Handled EnquiriesHandled Enquiries (%)Total Closed EnquiriesAverage (Avg.) First Response Time (FRT)Avg. Follow-up TimeAvg. Closed Time
Staff A150%012s0s0s
Staff B2100%111s0s5m
Staff C2100%07s0s1m 30s

 

SMS Metrics Illustration

The example of the metrics of Total Submitted Direct SMS shows how it is calculated.

The table below shows 4 SMS messages from 3 staff members on 18 August 2023.

SMS Sender IDSourceSent byRecipient Country & NumberStatusDate & TimeCarrier Network Status
HK SMS
+85212345678
DirectStaff AHong Kong
+85287654321
Submitted18/08/2023
17:57:55
Delivered
HK SMS
+85212345678
VerificationStaff AHong Kong
+85287654322
Submitted18/08/2023
17:59:20
Delivered
HK SMS
+85212345678
DirectStaff BHong Kong
+85287654323
Submitted18/08/2023
17:56:55
Delivered
HK SMS
+85212345678
DirectStaff CHong Kong
+85287654324
Rejected18/08/2023
17:54:55

The table below shows the Total Submitted Direct SMS in Staff Report for staff members on 18 August 2023.

AgentTotal Submitted Direct SMS
Staff A1
Staff B1
Staff C0

 

Call Metrics Illustration

The example of the call metrics shows how it is calculated with the calls handled by each staff.

The table below shows 5 calls made and received and 2 staff members involved in the calls.

Call No.Call TypeCallerReceiverCall DurationStatus
# 1Off-net CallVisitorStaff A0sNot Answered
# 2Off-net CallVisitorStaff B6mCall Ended
# 3On-net CallStaff BVisitor10mCall Ended
# 4On-net CallStaff AStaff B2mCall Ended
# 5Conference CallStaff AVisitor10mCall Ended

The below table shows how the value of the call metrics would look for the 2 staff members based on the above calls as an example

Staff NameOn-net Call from VisitorOff-net Call from VisitorOn-net Call to VisitorOff-net Call to VisitorStaff CallConference CallOn-net Call Duration from VisitorOff-net Call Duration from VisitorOn-net Call Duration to VisitorOff-net Call Duration to VisitorStaff Call DurationConference Call Duration
Staff A0/0/0%0/1/100%0/0/0%0/0/0%1/1/100%1/1/100%0s0s0s0s2m10m
Staff B0/0/0%1/1/0%1/1/100%0/0/0%1/1/100%0/0/0%0s6m10m0s2m0s

 

Search and Filter

You can expand the records to display per page and customise them with filters, e.g., Date and Time, Staff Name and Staff Team.

Filter NameDescription
Date & TimeSelect by date, which can be customised with time. Default to Yesterday.
Staff NameSelect the Staff Name created in your Organisation
Staff TeamSelect the Staff Team created in your Organisation. Default to All Staff Teams.
Channel TypeSelect the channel type as the enquiry's entry point. The selectable channel types include Directory, Web link, Virtual Number, Email, Third Party Channel, Messenger, WhatsApp, WeChat, LINE or WOZTELL. Default to All Channel Types.
Staff Report Details Filter

 

Download Report Details

You can download the details of the Staff Report in an Excel file.

  • Click the Report Details tab.
  • Click the Download icon to download the report details to your local device.