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Written by: host
5/30/2011 10:40 AM  RssIcon

This blog relates to Staff Productivity Report in version 4.4 or later.


In any service based business Staff Productivity and Staff Efficiency are very important KPIs (Key Performance Indicators). This is because a relationship needs to be established between what a businesses pay their staff members and what revenue those members generate within that paid time. While it is accepted that this measure is a little simplistic, it does provide interesting results that can be used for comparative, budgetary, time pricing, and staff performance purposes.

HAIRLINKSQL’s integrated Diary System, together with the Roster Management and the new “Lock” system can now do in-depth analysis and provide this useful statistic. Some point to note:

  • You must use the graphical diary (time based)
  • You must allocate staff correctly to their work rosters
  • You should apply locks during a day with the appropriate “Paid” or Unpaid” selection
  • You should bill directly off the appointment; POS transactions are not counted



This report can be accessed from Reports/Staff/Staff Productivity Report. Options include Branch Analysis, Particular Diary (or all), a Date Range, and A particular Staff Member or All. The difference between Summary and Detailed is discussed later.


This is probably all you will need to gauge Staff Productivity. This report will provide analysis for each staff member per line and then provide a graph on the last page showing achievement rates for Productivity and Efficiency. Each measurement on the report is described below in some detail:

Hrs Rostered: This figure calculates the total number of hours off the diary pages for the date range specified. The total hours are calculated from their start time to when they finished each day that they worked less any manual UNPAID locks. PAID locks are included. It also excludes any “Not Working” gaps during the day that are allocated by the roster system in case the person has multiple start/stops in a day via their roster.

Hrs with Clients: This is the sum of all appointment that have been processed past the "due" state.

Hrs without Clients: This is all the time where a staff member is rostered but either does not have an appointment, or has an appointment that has not been “processed”, it includes all locks.

Hrs Booked: This is the total booked appointment time regardless of how that appointment concluded. For example, if an appointment was made but the client was a no show, it is still counted here since it was “booked”.

Unpaid Locks: This is the total number of hours where a conscious UNPAID lock was manually made on the diary page. An example would be where a staff member may want a few hours off to pursue a personal matter.

Paid Lock: This is the total number of hours where a conscious PAID lock was manually made on the diary page. An example would be a lock applied for lunch or a lock applied for a staff meeting.

% Time Productivity: This is a calculated field and is the ratio between Hrs Worked with Clients and Hours Rostered excluding Unpaid Locks. This figure can show how well the business is using a staff’s time that they are rostered and therefore being paid for.

Sales Productivity: This figure is the ratio between the total revenue off appointments and the total number of hours rostered excluding unpaid manual locks (and therefore paid wages for). This figure can be used as a comparison tool between what the pay is in terms of dollar per hour and what they are earning per hour for you.

Sales Efficiency: This can be a measure of how much revenue, on average, a staff member is able to extract from a client in the time that they are spending with them. This figure is a ratio of the total dollars earned divided by the actual total time of the appointment and “client contact time”. This figure can sometimes highlight how efficient a staff member is with their time and their “conversion” efficiency in terms of on-selling a lot more than what the client had booked for.

Total $ Earned: This is the total dollars earned by the staff member during the time they worked with clients.



The detailed option for this report should be used with some caution. It is our advise that you do not select a large date range as it will take time as well as produce pages of information. This option will provide identical columns but will group Staff Members and then report each line as a day. So use this report, for example, if you wish to analyse a particular week (or date range) on a day by day basis.

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