Workforce Efficiency Report

Preview a sample report

See what an exported report looks like, using sample data:

Appears in the web app as Workforce Efficiency Report.
Available on: Basic plans and above. Productivity columns and HRIS columns are available on Standard plans and above.
Who can use it: All roles, including Admins, Managers and Members
Where to find it: Reporting › Workforce Efficiency › Workforce Efficiency Report

The Workforce Efficiency Report shows how each person's working time adds up: when they started and finished, how many hours they logged, how much of that time was active or idle, how much went on productive versus unproductive apps and websites, how much went into projects and what that project time cost. It also lays Flowace's tracked times next to your HRIS records, so you can see whether people who clock in on time also start working on time.

What problem does this report solve?

Attendance systems record when someone clocks in; they don't show whether work started at that moment or how the day went after it. This report brings attendance, shift timings, tracked hours, productivity and project time together for every person, at the level of detail you need: one summary row per person, one row per person per day, or a month-at-a-glance calendar.

Use it to:

• See who is meeting their expected hours and who is falling short, and by how much
• Compare HRIS clock-in and clock-out times with the time work actually starts and ends in Flowace
• See how much of each person's time goes into productive use of apps and websites versus unproductive use
• See how much of each person's time goes into projects, and what that time costs at their hourly rate
• Build the exact report each decision-maker needs by choosing only the columns that matter to them

Choose a report type

The report comes in three types. Pick one under Report Type on the export screen.

The core measures
Whichever type you choose, the report is built from the same core measures. Team & Individual Summary and Daily Breakdown can show all of them; Monthly View shows one type of hours at a time.

How to generate the report

1. Open the report. Go to Reporting › Workforce Efficiency › Workforce Efficiency Report.
2. Choose your scope.

• Members and Teams: use the toggle icons to choose people individually or by Team, then pick them from the list, or keep All Members Selected.
• Report Period: pick the start and end dates.

3. Choose the Report Type: Team & Individual Summary, Daily Breakdown or Monthly Active Hours.
4. Choose what the report shows.

• For Team & Individual Summary and Daily Breakdown, click Edit Columns under Columns to include. The button shows how many columns are selected. In the panel, tick whole groups (such as Attendance and Timings, Work Time Insights, Productivity and Project Management) or individual columns. Use Search to find a column, then click Apply. Logged Hours is always included. For Team & Individual Summary, most hours come as a pair you can pick separately: a Total column for the whole period and an Average column per day, such as Total Logged Hours and Average Logged Hours.
• For Monthly Hours, choose one option under Hours To Show: Logged Hours, Active Hours, Productive Hours or Project Hours.

5. Set the display options.

• Shift Scope: Full Day (all hours worked, including time within and outside the shift window), Shift Hours Only (only hours worked within the shift window) or Session Hours Only (only hours worked within the session window).
• Leave and Holidays: (Team & Individual Summary and Daily Breakdown) — Include Time Off Days (all working and non-working days, including leave days, holidays and weekly offs) or Exclude Time Off Days (only working days).
• Time Format: Decimal Hours (2.5) or Hours:Minutes (2:30).
• Date Format: YYYY-MM-DD, DD-MM-YYYY or MM-DD-YYYY.

6. Get the report.

• Download Report Now downloads a CSV straight away.
• Send via Email sends the report to your inbox.

The top of the exported file repeats your choices (Report Level, Scope, Start Date, End Date and Generated At, plus Leave and Holidays and the column groups for the first two types), so anyone reading the file can see what it covers.

Compare HRIS records with Flowace data

When your workspace is connected to your HRIS (HRMS) tool, you can add four HRIS columns to the Team & Individual Summary and Daily Breakdown types through Edit Columns. They aren't available in Monthly Active Hours. Each HRIS column sits in the same report as the matching Flowace column, so you can see at a glance where the two records agree and where they don't.

Sample Example:

For example, on 15 Sept Devansh Oberoi clocks in on the HRIS at 09:58:12, before his 10:00:00 shift. His first tracked activity in Flowace starts at 10:41:37. He is on time for attendance, but work starts 43 minutes 25 seconds later. When this gap shows up day after day, it tells a manager something no attendance record can.

Note: The above example illustrates start and end time only however you can fetch more HRIS columns as per your requirements.

Team & Individual Summary

One row per person for the whole Report Period. Hours come as totals and averages per day.

What each column means

How the numbers are calculated

IDLE HOURS
Logged Hours − Active Hours − Away Hours
Logged Hours is all tracked time. The part that is neither active nor logged as away is idle. The samples contain no away time, so Idle Hours = Logged Hours − Active Hours.

OR Time spent idle on the system. If there is no mouse or keyboard input for 10 minutes (or as per the configured threshold), the user is automatically marked as idle.

MISSING HOURS (ACTIVE)
Expected Hours (Active) − Active Hours, never below 00:00:00
In this type the calculation uses the period totals. A long day can make up for a short day, so Total Missing Hours can be lower than the missing hours of the individual days added together.

ACTIVITY %
Active Hours ÷ Logged Hours × 100
Shown to two decimal places. 0.00% when nothing was tracked.

PRODUCTIVITY %
Productive Hours ÷ Active Hours × 100
Shown to two decimal places. In the samples, which contain no away time, Productive Hours is all active time on apps and websites rated Productive.

TIME BY RATING
Productive + Unproductive + Neutral Hours = Active Hours + Away Hours
Every minute of active time is rated by the app or website in use, and every minute of away time by the activity type the person selects. The (Active) columns add up to Active Hours and the (Away) columns add up to Away Hours.

PROJECT COST
Project Hours × hourly rate
The hourly rate is the one an Admin sets for the person. Project Hours is converted to decimal hours first, so 05:30:00 counts as 5.5 hours. The result is shown to two decimal places.

AVERAGE HOURS
Total ÷ days worked
Averages of tracked time (Logged and Active Hours) divide by Timesheet Logged Days, the days the person tracked time.

AVERAGE WORK START AND END TIME
Sum of daily Work Start (or End) Times ÷ days with tracked time
The note at the top of the file, Average is based on Actual working days of users, means days without tracked time are left out, so leave days don't pull the average towards midnight.

Worked example

Ishita Kapoor (Team: Frontend Engineering) has a 10:00:00–19:00:59 shift and is expected to be active for 8 hours a day. Over 14–18 Sept her days look like this:

Total Missing Hours (Active) = 40:00:00 − 40:04:13, which is below zero, so the report shows 00:00:00. Her long Thursday more than covers her short Wednesday, even though the daily rows add up to 01:29:42 of missing time.

Activity % = 40:04:13 ÷ 41:44:07 × 100 = 96.01%. Her active time splits into 37:53:28 Productive, 00:39:09 Unproductive and 01:31:36 Neutral, which adds up to 40:04:13. Productivity % = 37:53:28 ÷ 40:04:13 × 100 = 94.56%.

She tracked time on all 5 expected days, so Average Logged Hours = 41:44:07 ÷ 5 = 08:20:49 and Average Active Hours = 40:04:13 ÷ 5 = 08:00:51.

She tracks 32:43:13 against projects during the week. At her hourly rate of ₹1,200, Total Project Cost = 32.7203 hours × ₹1,200 = ₹39,264.33.

In the report, her row shows:

Daily Breakdown

One row per person per day, for every date in the Report Period, including weekends. Each row uses the same calculations as the Team & Individual Summary, applied to a single day, so its columns have no Total or Average prefix. The sample includes the HRIS columns.

What each column means
Columns that also appear in the Team & Individual Summary mean the same thing for a single day. The columns that differ are:

Worked example

Devansh Oberoi (Team: Backend Engineering) on 15 Sept 2026:

Logged Hours is 07:41:56, of which 07:19:05 is active and 00:22:51 is idle (07:41:56 − 07:19:05).

Missing Hours (Active) = 08:00:00 − 07:19:05 = 00:40:55, and Activity % = 07:19:05 ÷ 07:41:56 × 100 = 95.05%. The 43 minutes between his HRIS clock-in and his first tracked activity roughly match the active time he is missing.

His active time splits into 06:50:12 Productive, 00:09:05 Unproductive and 00:19:48 Neutral (Productivity % = 93.42%), and 05:28:05 of it is tracked against projects. At ₹1,500 an hour, Project Cost = 5.4681 hours × ₹1,500 = ₹8,202.08.

In the report, his row for that day shows:

Monthly Hours

A calendar view: one row per person and one column per date in the Report Period, showing the type of hours, you picked under Hours To Show. Weekends and leave days appear as columns too, so gaps and weekend work stand out. The sample shows Productive Hours for the full month of September 2026 (1–30 Sept). Start and end times, Idle Hours, Project Cost and HRIS columns aren't part of this type.

What each column means

How the numbers are calculated

TOTAL FOR THE PERIOD
Σ of all the date columns in the row
Each date column is that day's value; the total adds them up. Small differences of a second or two can appear because each day is rounded to the second.

Worked example

Kavya Reddy (Team: Customer Support) is on leave on 16 Sept. Her Productive Hours for the week of 14–20 Sept are:

Adding all 30 date columns in her row gives 146:27:40, the figure in Productive Hours (in Hours).

Reading the results: common scenarios

Good to know

• Only tracked time counts. Logged, Active and Idle Hours include only time tracked in Flowace. Offline or untracked work isn't included.
• Totals and averages answer different questions. Totals show the whole period; averages show a typical day. The note Average is based on Actual working days of users at the top of the file means averages of tracked time skip days without tracked time.
• Idle time is part of Logged Hours. Logged Hours = Active Hours + Away Hours + Idle Hours, so a long Logged Hours figure doesn't always mean a long active day.
• The results are only as accurate as your inputs. Check that shifts, expected hours, productivity ratings and hourly rates are set for everyone, and that your HRIS is connected and up to date.
• Productivity follows the app, website or activity type. Active time is rated by the app or website in use, and away time by the activity type the person selects on return. Ratings are set in your workspace's productivity settings, not per person. If an app looks wrongly rated, ask your Workspace Admin to review it.
• Project Cost follows the hourly rate. Project Cost is Project Hours multiplied by the hourly rate an Admin sets for each person. Other costs, such as expenses, aren't included.
• Shift Scope and Leave and Holidays change what's counted. Two exports for the same people and period can differ if these options differ. The top of the file shows which you chose.
• Column headings depend on the type. Team & Individual Summary and Daily Breakdown say User Name, User Email and User Id; Monthly Active Hours says Associate Name, Associate Email and Associate Id.
• Small rounding differences are normal. Hours are shown to the second and percentages to two decimal places, so adding daily rows by hand can differ from a total by a second or two. Project Cost is rounded to two decimal places, so adding daily costs can differ from Total Project Cost by a few paise.

Analyse this report with AI

Want quick insights such as who regularly starts work well after clocking in, which Teams spend the most time on unproductive apps and websites, or which Teams have the most missing hours? Click Download Report Now and attach the CSV to ChatGPT, Claude or Perplexity using the links under the export buttons.

Use default prompt or try asking: "Using the Daily Breakdown, list each person's average gap between Work Start Time (HRIS) and Work Start Time, and flag anyone whose gap is over 30 minutes on three or more days."

FAQs

• Which report type should I choose?

Choose Team & Individual Summary for totals per person, Daily Breakdown to check individual days or compare with your HRIS, and Monthly Active Hours for a calendar view of one type of hours.

• Why can't I choose columns for Monthly Active Hours?

This type shows one type of hours per date. Choose it under Hours To Show instead.

• Why is Logged Hours always included?

Logged Hours is the base for the other measures, such as Idle Hours and Activity %, so Total Logged Hours (or Logged Hours in Daily Breakdown) can't be removed in Edit Columns.

• Should I use Total or Average columns?

Use Total columns to compare people over the same period, such as for payroll. Use Average columns to see a typical working day, especially when people worked a different number of days.

• Why does someone have 0 Expected Working Days?

With Exclude Time Off Days, leave days, holidays and weekly offs are left out. If every day in the period was time off, the row shows zeros.

• Where do the HRIS columns come from?

They come from your connected HRIS tool and show what it records. Flowace shows them alongside its own tracked times without changing them. HRIS columns are available in Team & Individual Summary and Daily Breakdown, on Standard plans and above.

• What decides whether time is productive, unproductive or neutral?

For active time, the rating of the app or website in use. For away time, the rating of the activity type the person selects in the pop-up when they return. Both are set in your workspace's productivity settings. Ask your Workspace Admin if an app or website looks wrongly rated.

• Why don't Productive, Unproductive and Neutral Hours add up to Logged Hours?

They split Active Hours and Away Hours. Idle time has no rating, so it stays in Idle Hours.

• How is Project Cost worked out?

Project Hours, converted to decimal hours, is multiplied by the person's hourly rate. If no rate is set, Project Cost shows 0.00.

Related Articles:

• Terminology Guide
• Activity Report
• 'Apps & Websites' Productivity Report

Need more help? Reach out to support@flowace.ai and our team will be happy to assist.

© Flowace Technologies Pvt Ltd | flowace.ai

Updated on: 06/10/2026