Agent Performance Report - Zoho Desk Knowledgebase

Understanding the Agent Performance report



One of the most useful reports for monitoring the day-to-day performance of your agents is the Agent Performance report. This report offers detailed statistics on several agent performance metrics and can be configured to show data for one or more agents during various time periods (from one day to 30 days).


For each agent, the report includes performance information organized under four broad categories, namely:
  1. Response Metrics
  2. Resolution Metrics
  3. SLA Metrics
  4. Customer Happiness Metrics
These metrics will include a range of indicators - everything from ‘first response time’ and ‘average resolution time’ measures to service agreement compliance levels and customer happiness ratings. Let's look at the various agent performance statistics categorized by the above four constructs.

 Metric
 Definition
 How it's calculated
 Response Metrics


 Outgoing
Total number of public responses on tickets irrespective of incoming threads.
The sum of ticket responses.
 Responses
Total number of public responses corresponding to an incoming ticket thread.
The sum of ticket responses for each incoming thread.
 First Responses
Total number of first public responses on tickets.
The sum of first ticket responses by the agent.
 Reopen Tickets
Total number of ticket reopens during the  chosen time period.
The sum of tickets that were closed at least once and then reopened.
 First Response Time [Avg]
The average time between ticket creation and the first public response sent to that ticket.
Average of difference between response timestamp and creation timestamp of tickets.
 Response Time [Avg]
The average time between a customer sending a ticket and receiving a response until the ticket is closed.
Average of difference between the timestamp of every incoming and outgoing conversation of a ticket.



 Resolution Metrics


 FCR Tickets
Total number of tickets that get closed within the first response from the agent.
The sum of tickets where ticket status is Closed and contains one public response from the agent.
 Closed Tickets
The number of closed tickets.
The sum of tickets where ticket status is Closed.
 Resolution Time [Avg]
The average time your agent takes to successfully solve the customer's problem and close the ticket.
Average of difference between closure timestamp and creation timestamp of tickets.



 SLA Metrics


 First Response Violation
Number of tickets whose first responses were sent beyond their SLA targets.
The sum of tickets whose First Response SLA metric status is violated.
 First Response Success
Number of tickets whose first responses were sent within their SLA targets.
The sum of tickets whose First Response SLA metric status is fulfilled.
 Response Violation
Number of tickets whose responses were sent beyond their SLA targets.
The sum of tickets whose Response SLA metric status is violated.
 Response Success
Number of tickets whose responses were sent within their SLA targets.
The sum of tickets whose Response SLA metric status is fulfilled.
 Resolution Violation
Number of tickets that were resolved beyond their SLA targets.
The sum of tickets whose Resolution SLA metric status is violated.
 Resolution Success
Number of tickets that were resolved within their SLA targets.
The sum of tickets whose Resolution SLA metric is fulfilled.
 First Response Violation Time [Avg]
The average amount of time by which the SLA target time for sending first public response is violated, for example, if the first response target (A) is 3 hours and the target was achieved (B) in 4 hours then the violation time (C) will be 1 hour [B-A=C].
Average of difference between the actual responded time and the original first response due time of tickets.
 Response Violation Time [Avg]
The average amount of time by which the SLA target time for sending each public response is violated.
Average of difference between the actual responded time and the original response due time of tickets.
 Resolution Violation Time [Avg]
The average amount of time by which the SLA target time for resolving a ticket is violated, for example, if the resolution target (A) is 3 hours and the ticket was resolved (B) in 4 hours then the violation time (C) will be 1 hour [B-A=C].
Average of difference between the actual resolved time and the original resolution due time of tickets.
 First Response Residual Time [Avg]
The average amount of time left to fulfill the SLA target of sending the first public response after achieving it, for example, if the first response target (A) is 3 hours and the ticket was responded (B) in 2 hours then the residual time (C) will be 1 hour [A-B=C].
Average of difference between the original first response due time and the actual responded time of tickets.
 Response Residual Time [Avg]
The average amount of time left to fulfill the SLA target of sending each public response after achieving it.
Average of difference between the original response due time and the actual responded time of tickets.
 Resolution Residual Time [Avg]
The average amount of time left to fulfill the SLA target of resolving a ticket after achieving it, for example, if the resolution target (A) is 3 hours and the ticket was resolved (B) in 2 hours then the residual time (C) will be 1 hour [A-B=C].
Average of difference between the original resolution due time and the closed time of tickets.



 Customer Happiness Metrics


 OK Ratings
The number of public agent responses that received a OK rating.
The number of ticket responses where happiness rating is OK.
 Bad Ratings
The number of public agent responses that received a Bad rating.
The number of ticket responses where happiness rating is Bad.
 Good Ratings
The number of public agent responses that received a Good rating.
The number of ticket responses where happiness rating is Good.


Accessing Agent Performance Report
The Agent Performance report can be accessed from under the Reports tab in your help desk account.
To access the report:
  1. Click the Analytics module in the top bar.
    The Overview opens by default.
  2. Click Reports again in the left panel.
  3. Select Agent Performance from under the Static Reports folder.

Note:
  1. The data on the report will refresh automatically once every hour.
  2. Only users with Profile permission to view the Administrator Dashboard can view data of other agents.
  3. Deleted, merged, and spam tickets are not excluded from the report.

Defining Time Frames
By default, the report will display performance metrics for the last 24 hours. However, you can customize the report to assess agent performance over different time periods.

Select from one of the following predefined reporting periods:
  • Last 24 hours [default]
  • Today
  • Yesterday
  • Last 7 days
  • Last 30 days
  • Current week
  • Last week
  • Current month
  • Last month
    • Custom - Select a start and end date not exceeding 30 days

To define the time frame:
  1. Open the Agent Performance report.
  2. Select the Last 24 hours filter in the upper-right area.
  3. In the drop-down menu, do one of these:
    • Select a predefined time frame from the drop-down list.
    • Select Custom and then specify a custom date or range of dates.
      Note: Specify a custom date range not exceeding 30 days.
  4. The report data will be updated to reflect the changes.

Grouping by Date
You can determine how the performance metrics are grouped and displayed. You can view each agent in your selected time frame as an individual record, or you can group by date to see cumulative information for your selected time frame. When you group by date, the agent metrics are displayed for each date.

To group data by date:
  1. Open the Agent Performance report.
  2. Click the More icon (  ) in the upper-right corner of the page.
  3. Select Date under Group by.
    The agent metrics will displayed for each date.

Exporting Performance Data
You can export your agent performance metrics in the formats - XLS (grid format), PDF, CSV, and CSV Max Records. Note that you can export a maximum of 2000 records per instance in all formats except for CSV Max Records, which allows exporting 20000 records.

To export report data:
  1. Open the Agent Performance report.
  2. Click the More icon (  ) in the upper-right corner of the page.
  3. Select the format to export under Export as.
    The report will be instantly exported and saved in your downloads folder.

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Get started with Zoho Sign

            in a few quick steps!

            Download Help Guide





                      Still can't find what you're looking for?

                      Write to us:  support@zohoforms.com


                            




                          

                        Zoho Marketing Automation

                          Zoho Sheet Resources

                           




                              Zoho Forms Resources


                                Secure your business
                                communication with Zoho Mail


                                Mail on the move with
                                Zoho Mail mobile application

                                  Stay on top of your schedule
                                  at all times


                                  Carry your calendar with you
                                  Anytime, anywhere




                                        Zoho Sign Resources

                                          Sign, Paperless!

                                          Sign and send business documents on the go!

                                          Get Started Now


                                              Zoho SalesIQ Resources



                                                  Zoho TeamInbox Resources



                                                          Zoho DataPrep Resources



                                                            Zoho DataPrep Demo

                                                            Get a personalized demo or POC

                                                            REGISTER NOW


                                                              Design. Discuss. Deliver.

                                                              Create visually engaging stories with Zoho Show.

                                                              Get Started Now











                                                                                    • Related Articles

                                                                                    • Understanding Agent Availability Report

                                                                                      It's important for an organisation to know when their support agents log in and log out of work. The Agent Availability report is one of the Static Reports that helps admins track the active working hours of each agent and allows them to regulate the ...
                                                                                    • Working with Static Reports

                                                                                      Static Reports are tabular reports that consist of an ordered set of fields in columns, with each row representing a ticket. As its name suggests it is generated for certain predefined filter parameters, that cannot be changed. A report of tickets ...
                                                                                    • Using Predefined Reports in Zoho Desk

                                                                                      Zoho Desk provides a collection of predefined reports that are designed to offer instant, out-of-the-box customer support insights. Each report provides access to relevant data required for various purposes. The reports can be further tailored to ...
                                                                                    • Viewing your Performance Scorecard

                                                                                      The agent scorecard is a graphical representation of your performance in Zoho Desk. It consists of four informational tools to monitor your efficiency, service and customer support quality. Providing real-time visibility of across all support ...
                                                                                    • Report Columns for Tickets - Explained

                                                                                      When you create a report on the tickets module, you can choose what columns to include. For example, you need to select the field names from the Available Columns list box whose data will be displayed on the report. Besides the field names, you can ...
                                                                                    Wherever you are is as good as
                                                                                    your workplace

                                                                                      Resources

                                                                                      Videos

                                                                                      Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                      eBooks

                                                                                      Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                      Webinars

                                                                                      Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                      CRM Tips

                                                                                      Make the most of Zoho CRM with these useful tips.



                                                                                        Zoho Show Resources