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This feature is currently in Beta. To request access, please contact Support.
The Home - My Team tab provides real-time visibility into team performance, allowing practices to make data-driven decisions without the need to generate and export reports.
Key metrics are displayed for each employee, including Actual Hours, Expected Hours, and productivity percentages. Practices will be able to quickly identify variances, address bottlenecks, and follow up with staff to ensure time is recorded accurately.
Before using Team Productivity, the Productivity Target % and Expected Working Hours should be updated in the User Profile for each user.
Accessing Team Productivity
Once the Beta has been enabled, the Team Productivity can be accessed from Home - My Team tab. This tab will only be displayed for FYI Admins or users in a User Group with permissions enabled for either:
- Employees - Access
- Employees - Management
My Team Tab Layout
The My Team list initially displays all active employees the user has access to.
For FYI Admins, or users in a User Group with Employees - Management permission, click the Show My Team button to filter the list to only employees where you are listed as the Partner or Manager in the Employee Workspace.
The My Team list can be grouped by Partner, Manager, or User Role. The Group column will display the relevant group name. For example, when grouped by Manager, the user's name will be displayed in the Group column. Click on the Group Name to expand and collapse the section.
My Team Functions
Toolbar
The toolbar is displayed at the top of the My Team list. You can also right-click on the columns in the list to display a pop-up menu.
| Function | Details |
| Select all button |
Used to bulk select employees in the list. Click the arrow to select 50, or all results. |
| View selector |
Displays the list of Employee Views available to the list. Default views appear at the top of the View selector with a divider, followed by saved views. |
| Search bar |
Use to search and filter the list to matching Employee Names only. |
| Date range selector |
Used to filter data to a specific time period relative to the current date. This will update the values displayed in the list, for example, if filtering to Yesterday, the Expected Hours will display the equivalent of a single day. If This Week or This Month is selected, the values displayed in the list will be calculated up to the current date. For example, if the expected hours for an employee are 37.5 per week, and you are viewing the List on a Tuesday, the Expected Hours would display 15. |
| Show My Team |
By default, the My Team list will display all employees. Click the Show My Team button to display only employees where you are listed as the Partner or Manager in the Employee Workspace. |
| Bulk Update |
Allows users to apply updates to multiple employees at a time, for example, to change the Partner or a Custom Field. Select one or more employees in the list to display the Bulk Update function. |
| Merge from client |
If employees were previously created as clients, the Merge from Client function allows documents and tasks to be migrated to the Employee, and the Employee details to be updated to match the client. Select an employee in the list to display the Merge from client function. |
| Refresh |
Refreshes the Employee list to show updated information. |
|
View Tools |
Allows users to save the current layout as a new view, reset the view to the default settings, or export the My Team List to a CSV file. Saved views will also be available in the Practice - Employee List, and when creating Automations. My Team views are saved as Employee views, and cannot match the name of a pre-existing Employee view. |
Columns
| Function | Details |
| List icon |
Hover over the column heading and click the List icon. The following options will become available:
Note: Autosizing and pinned columns will reset to default settings upon leaving the list or changing views, unless the view is saved with the changes made. |
| Filter icon |
The Filter icon is displayed as a funnel with three horizontal lines. Click the icon to filter the options as required, or click Reset to return to the default settings. When a column has been filtered, the Filter icon will be displayed in green. Note: If the icon is not displayed, that column cannot be filtered. |
| Column Order |
Drag and drop the column heading to change the order in which columns are displayed within that list. |
| Column Width |
Drag the edge of the column heading to increase or decrease the width of the column. Tip: Double-click the edge of the column to automatically resize the width to fit all contents. |
| Adding Columns |
Click the Columns tab on the left-hand side. Columns that are saved in the current view are displayed in alphabetical order. Search and tick additional columns in the list to add the Column to the view. Tip: You can search for columns at the top of the Columns tab. |
| Removing Columns |
To remove a column from the list:
|
My Team List
| Function | Details |
| Columns Tab |
Displayed on the left-hand side of the list. Click the Columns tab to expand the tab. Columns that are saved in the current view are displayed in alphabetical order and with a Green tick. Additional columns that can be included in the list are displayed as unchecked. Tip: The width of this section can be dragged left or right. |
| Filters Tab |
Displayed on the left-hand side of the list. Click the Filter tab to expand the tab. Click and expand the column you want to apply the filter to. The filter icon displays next to any columns that currently have a filter. |
| Partner/Manager |
Displays the name of the Partner or Manager assigned to the user in the Employee Workspace. |
| User Role |
The User Role, as configured in the User Profile. |
| Target Productivity |
The percentage of the expected working hours of the employee's total Working Hours, as configured in the User Profile. |
| Actual Hours |
The total time entered by the employee for the selected period, excluding drafts. |
| Expected Hours |
The total hours an employee is expected to work during the selected time period, as configured in the User Profile. If This Week or This Month is selected, the time will be calculated up to the current date. For example, if the expected hours for an employee are 37.5 per week, and you are viewing the List on a Tuesday, the Expected Hours would display 15. |
| Missing Hours |
The difference between the Actual Hours and the Expected Hours. Where a difference is calculated, the value will be displayed in red. Missing hours are calculated as a negative numeric value and displayed in an hh:mm format. For example, if an employee was missing 2 hours and 30mins, the value of -2.5 will be displayed as 02:30 (-) on the My Team list. When filtering the Missing Hours column, enter a numeric value. For example:
Where an employee has worked more than their expected hours, the Missing Hours column will display 00:00. |
| Draft Hours |
The total hours for Draft time entries not yet submitted for the selected time period. |
| Actual Productivity |
The percentage of Chargeable time for the selected time period. The Actual Productivity value is calculated by dividing the Chargeable Hours value by the total of Expected Hours minus Capacity-Reducing time. For example, where an employee was expected to work 8 hours but worked 8.5hrs, and 0.5hrs of that time was capacity-reducing, the Actual Productivity value would be calculated at 8 divided by 8, equalling 100%. |
| Productivity Variance |
The difference between the Target Productivity and the Actual Productivity. Negative values are displayed in red, positive values are displayed in green. |
Grouping My Team
The My Team list can be grouped by:
- Manager
- Partner
- User Role
To group the My Team list:
- Click the Columns tab on the left.
- Click and hold the '=' sign for the relevant column, dragging it to the Row Groups section below.
- The List will be updated to display the groups, and the Row Groups section will be displayed above the list. The column used for grouping will be removed from the list, and a new Group column will be added.
Additional groups can be created by dragging the field to the Row Groups section of the column tab, or by clicking on a column heading and dragging it to the Row Groups section above the list.
For more details on grouping lists, refer to Grouping Jobs Lists.
My Team Value Calculations
At the bottom of the My Team List, calculated values will be displayed by default. Columns can be added and removed from the values as required.
To add or remove a value, click the Columns table on the left. Click and hold the '=' sign for the relevant column, dragging it to the Values section below. You can also add a Column by clicking and dragging the column heading to the Values section at the bottom of the list.
To remove a value, click the X next to the value.
To change the calculation method used, click on the value in the Columns tab. You will be able to select from Average, Sum, Minimum, and Maximum.
Using Team Productivity
Missing Time Reminder Automation
Use this Custom Automation Process to send reminders to staff members who are missing time entries for the week, displayed as Missing Hours on the My Team list. An additional notification will be sent to the employee's manager to confirm when the reminders have been sent.
This custom automation has been created by the FYI team, ready to be imported to use in your practice. To download our quick reference guide, click here (or download the file from the bottom of this article).
Step 1 - Create an Employee View
A view must first be created to display the list of employees with missing hours. This view will then be selected when creating the Automation Process used to send the reminders.
- In FYI, navigate to Home - My Team.
- Filter the Missing Hours column to be Less than "0".
-
Save the view, for example, "My Team - Missing Hours".
Step 2 - Import the Custom Automation
Click here to download the file used to import this example Custom Process, ready for you to test and activate or customise to suit your practice. You can also download the file from the bottom of this article.
Note: If you are using Chrome as your browser, the link may not automatically download the zip file. You need to right-click on the download link above, select Copy link address and paste it into a new browser tab in the browser's URL field.
When you have downloaded the file, you can import the Custom Process. Refer to Importing Custom Processes and Importing Custom Processes using Drag and Drop.
Step 3 - Customise the Process
Once the Automation Process has been imported, ensure you update the Filter to be the view created in Step 1. Make sure you have tested the process before setting it to "Active".