Determine agent work hours and break timings with Desk's agent availability report

Determine agent work hours and break timings with Desk's agent availability report

Hello everyone, 
 
We are excited to tell you about updates to the agent availability report, designed to enhance efficiency in tracking agents’ activities. 
 

What is the agent availability report? 

The agent availability report helps managers monitor team performance by tracking agent activity, availability, and session information. This report is crucial for teams that rely on real-time data to understand how agents spend their time, whether they're available for assignments, and how long they remain logged in during shifts. 
 
Support leads can review agent activity to optimize shift coverage by tracking when each agent logs in, logs out, and takes a break. 
 
This data helps with several tasks: 
  • Managing team schedules
  • Balancing workloads
  • Optimizing ticket allocation during peak hours
Here’s what’s new: 
  • View the agent's role (designation) in the report
  • Track total work hours by calculating the time difference between login and logout
  • Monitor the number of daily sessions
  • View session records to get a breakdown of break timings
  • Choose between Summary and Session views for tailored insights
These updates make it easier to manage and optimize agent productivity.  

Designation and work hours 

  • Role: The agent's designation can be viewed right within the report.
  • Hours worked: Managers can easily track the total work hours of an agent by referencing the Hours Worked column, which calculates the time difference between login and logout.
    In addition, managers can also track the hours worked for each agent who is part of a specific team.


Tracking number of sessions 

Managers can quickly check the total number of times an agent logged in and actively worked during the day to represent their overall active periods of assisting customers or completing tasks.
For example, if an agent, logs in from 9:00 AM to 12:00 PM, takes a lunch break, logs back in from 1:00 PM to 3:00 PM, then takes another break and logs in once more from 3:30 PM to 5:00 PM, the agent availability report would show a total of 6.5 hours worked across 3 sessions for the day. 
Notes
Note: 
An active session in Desk is recorded when an agent logs in and engages with their account. 
 
Here's how login and logout scenarios determine session activity: 
  1. Login Time: An agent's session begins as soon as they log in to Desk and actively start working (e.g., handling tickets or navigating the system).
  2. Logout Time: 
    1. Manual Logout: When an agent logs out of Desk, the session is marked as ended. 
    2. Idle Logout: If an agent remains idle for a prolonged period, Desk will automatically log them out. This marks the end of the session. 
    3. System or Connection Interruptions: If the agent's internet disconnects or their system goes into sleep mode, Desk considers this a logout after a specific idle threshold.

 

Dual view options  

The Agent Availability Report provides two distinct views: Summary and Session, each offering specific insights tailored to different reporting needs: 
  • Summary View: This view provides an overview of each agent's daily attendance activity, including their first login time, last logout time, total hours worked, and the number of sessions.
    For instance, if a manager wants to monitor overall agent attendance for a day at a glance, the Summary View serves as a better report.



  • Session View: The Session View offers a more detailed breakdown of the login and logout times for each session an agent worked in a day. It provides insights into how often an agent logged in and out and the duration of each session. Managers can identify frequent session interruptions or duration of inactivity.


 
This update is available to all users across all data centers. 
For more information, please refer to the help doc Understanding Agent Availability Report. 
 
Regards, 
Akshaya. B | Zoho Desk - User Education

    • Sticky Posts

    • Using Agent Email Address as From Address

      Currently, while replying to a ticket, it is possible for agents to choose their own email addresses as 'from' addresses. Although we built this just for that little extra flexibility, in hindsight, it hasn't figured much in conventional usage.  Almost all businesses prefer that responses to their customers' tickets be sent from the common support/service email address and NOT from those of individual agents. During personal interactions at events, some of you have even made passing mentions about

    • Edit and Delete options in Comments

      A lot of teams have been using ticket comments extensively to collaborate everyday. Notification Center further improved this experience by bringing real-time updates. As we continue to build more improvements to this experience, we've shipped a small-yet-important

    • Webinar 2: Supercharged customer support for growing business

      Join us for this webinar and learn how to step up your support game using a real-time communication platform to generate happier, more successful customers. In this live webinar, we will will discuss the importance of SalesIQ for your support team and how it can help you:  Understand your customers better and their journeys to proactively support and engage them even before they ask for help.  Integrating real time conversations into Zoho Desk’s Support, providing a conversational customer service

    • Customize Colors of your Customer Self Service Portal

      You asked for it. We heard you. We're happy to roll out the most sought after feature request, Customizing the Colors of your Customer Self-service Portal. Now you can set the color of your customer portal to mimic your company's web site, so that your customers visiting the portal will not feel alienated by the default theme.  Go ahead and configure the color of the header, tabs, fonts and background according to your needs. You can either choose between default color themes like Blue, Grey, Green

    • 2024 Email Authentication Standards: Elevating Security with Google and Yahoo

      In contemporary email communication, email authentication plays a pivotal role in mitigating email fraud, spam, and phishing attacks. Brace yourself for a new level of security. Starting February 2024, Gmail and Yahoo will be implementing robust email

      • Recent Topics

      • Admins to set Agents Picture

        Admins should not have to rely on agents to set a nice profile picture for them. Admins get the headshot pictures from HR and should be able to upload and set their picture, not rely on them to: 1) upload a picture at all 2) upload a good picture 3) upload

      • Time Tracking Reporting and Billing

        I wish for the time tracking module to be enhanced further. Currently it is independent of Support Plans and Contracts. Support Plans and Contracts are also mostly separate. We need a better dashboard of this with the ability to natively mark billed or

      • Enhanced Email Signature Folding

        We have departmental signatures setup which are great, however, when viewing ticket details, it gets very overwhelming when scrolling though threads and conversations where you scroll past ten different signatures of your own team, then ten signatures

      • How to add formatting in zoho.cliq.postToUser(...) message?

        In a CRM Deluge function, I'm trying to use the message formatting guidelines given here: https://www.zoho.com/deluge/help/cliq/posting-to-zoho-cliq.html#message-formats My message is: message: #Title text. The result in Cliq is: #Title text. (no large

      • How to add line breaks in zoho.cliq.postToUser(...) message?

        In a CRM function using Deluge I'm sending this message and attempting to add some line breaks but they are ignored. Is there another way to add these breaks? My message: message: New urgent task\nDescription \nThis is a fake description.\n A new line?

      • Zia Agents/End of Day Reports

        As a manager or owner it would be nice if Zia analyzed today's (or this week's tickets) and gave an end of the day report to management team. - what important tickets were worked on or submitted today? - what agents were unproductive today and answered

      • Project Cost Tracking

        I see there are questions/concerns that Zoho doesn't track costs to a tasks in a project. We are a manufacturer and are in the early stages of tracking costs to project. I would like to expand out the COGS Chart of accounts in Books and record costs via

      • How to record if the payment made is return due to transaction failed.

        So there is Bill of $2000, and a payments made transaction to clear the bill. The amount is actually deducted from bank account. However, a few days later, I found the bank returned only $1750 cause there are $250 bank service charge for this failed transaction.

      • Help Center Customization UI

        The customization screens for the help center needs the UI improved. It looks straight out of 2004. The Zoho Desk normal UI is great. All it takes is uniform fonts and colors across all parts of the tool... I compare this to Zendesk Guide.

      • Este domínio já está associado a esta conta

        Fui fazer meu cadastro na zoho e quando digitei meu domínio recebi essa mensagem que meu domínio estava associado a uma conta que eu nem faço idéia de quem seja. Como que faço pra resolver isso? Atenciosamente, Anderson Souza.

      • I need some help in Expenses Per Diem Policy

        this is my script written for restricting the PerDiem Components. Say if Lodging and Per Day Allowance both is selected from Per Diem Page then the report should gets auto rejected. When Im trying to executing it says the following error {"code":11,"message":"The

      • Adding Photos to Dashboards on Zoho Analytics

        I am creating a dashboard to showcase data from survey results from focus groups. I am creating a focus group participant profile tab where it is filtered by the name of the participant and showcases information about them using KPI widgets. I am running

      • What is the difference between Retainer invoice and Advance Payments?

        Retainer invoice seem like they are just advance payments with extra details. Instead of creating a Sales Order with order details, a retainer is created. It feels like they are a workaround to link advance payments with sales orders. Is there any advantage

      • Exporting record notes in bulk

        Hi team, Is it possible to bulk export the notes attached to a record? i.e to a CSV file or otherwise. Our use case is exporting all notes for our lead/account/Deal records. We have another system we'd like to import these notes to but I can't seem to

      • Field customization

        Hi Team Good day! I am a commission agent who sell and purchase goods from vendors, while in purchasing invoices I am not able to deduct the expenses such as commission and other expenses on actual amount. Kindly help me to customize the invoice based

      • vendors / customers with 2 different address and gst no

        Why can't we have option for more than one address and depending on the state option for more than 1 GST no. ? We have customers / vendors PAN india with different addresses and GST no. for different states.

      • Error: Invalid Element gst_no, Invalid Element gst_treatment, Invalid Element place_of_contact

        so i am creating a new contact post request and i want add gst infomation when amount is above 50000 and if pass gst info in request body then i get this errors > Error: Invalid Element gst_no, Invalid Element gst_treatment, Invalid Element place_of_contact

      • Add multiple Billing Addresses under one GST number

        My client owns multiple businesses in various locations but they all come under one GST. Is there a way to add multiple billing addresses for the same GST? Managing this by adding multiple Shipping addresses is not an option. The client wants the GST

      • Zoho Mail API - Upload Attachment

        https://www.zoho.com/mail/help/api/post-upload-attachments.html I followed the steps from the API documentation and wrote a backend in JavaScript to send emails. Normal emails are sent without any problems. However, I can’t send emails with attachments.

      • Unable to create custom fields for shipment order

        I'm unable to create custom fields for shipment orders, even though the custom fields are set up correctly. A request to the following endpoint: https://www.zohoapis.com/inventory/v1/settings/preferences/customfields?organization_id=${ZOHO_ORGANIZATION_ID}&entity=shipment_order

      • Kaizen #202 - Answering Your Questions | Testing and Using REST APIs in Widgets

        Hello Developers! Welcome back to a fresh week of Kaizen! Thank you for your active participation in sharing feedback and queries for the 200th milestone. This week, we will look at the following queries related to widget: Widget Testing Using REST API

      • Introducing the 'Send as Email' option on the Zoho Desk iOS mobile app

        Hello everyone! In the latest version(v2.10.2) of the Zoho Desk iOS app, we have brought in support for the 'Send as Email' option while creating a ticket. This feature enables you to reach out to the customers by sending outbound emails. The emails are

      • Zoho Forms Not Loading on Website – DNS Resolution Error

        Dear Zoho Support Team, User ID : 20069458731 We are experiencing an issue with the Zoho Form embedded on our website (https://vitel.com.tr/satis-destek-formu/). The form is not loading, and the following error message appears in the browser: “forms.zohopublic.eu

      • Data backup retention question/

        My zohocrm subscription gives me 2 full data backups per month. I have a scheduled backup configured to run twice a month. I just went to download my backup and i can't find it, it ran about 9 days ago... From what i can tell with google zoho only keeps

      • Basic Apple Watch App

        Sometimes I leave my phone behind. I will get push notifications that tickets are updated etc.. It would be nice to at least view them and do a few basic functions. reassign. public reply. private comment.

      • Look and Feel Uniformity

        Someone needs to go through the mobile app and match the look and feel of the web version. For example, it is global standard to highlight private notes as yellow background hue. Desk does that on web, but not on mobile. Mobile also has an odd blue icon

      • Managing two books in Zoho Books

        is it possible to effectively manage two separate books within Zoho Books? My organization is considering handling accounting for two distinct subsidiaries, and we would like to understand the best way to achieve this within the Zoho Books.

      • Display All Custom Buttons Without Dropdown on Record Page

        In my org's workflow we usually want to do some kind of quick action off of an individual record - i.e. of an individual contact, or individual deal. What we have always found a hindrance is the location of all custom buttons being in the drop down on

      • Zoho Sales Team - Extremely Slow Response Times

        Hi everyone, Has anyone else experienced unusually slow response times from Zoho’s sales team? I sent an email last night, and it’s been nearly 24 hours with no reply. While I understand delays can happen, this seems longer than expected for a sales inquiry.

      • Yodlee Bank Feeds

        I'm well aware of the many bank feed issues out there that haven't been resolved, but I'm looking for information on Rules in relation to bank feeds. U.S based, Bank of America user and prior to Yodlee all of my banking feeds and Rules worked seamlessly.

      • Unable to create custom function

        Unable to create custom function - Please check the screenshot for the details HERE IS THE FUNCTION!! try { // 1. Fetch the details of the approved Bill using its ID billDetails = zoho.books.getRecordById("Bills", organization.get("organization_id"),

      • Need a feature which can validate PAN from Income Tax Portal

        Hello Zoho, We need a feature which can help us validate PAN which is being entered in AR/AP Profiles to check if it is valid and display the name as per Income Tax so as to get rid of incorrect PAN into the systems. Please do the needful Thanks

      • PAN - Aadhar Link Status

        Can Zohobooks also get latest PAN-Aadhar Linking Status from Income Tax Portal ?

      • How do you get a counter signature after a form has been submitted?

        I would like to be able to get a signature on a form that has already been submitted. Is it possible? Currently when I try and get a signature after the form has been submitted i get an error saying "the field no longer available" .

      • Canvas translation

        We want to offer our CRM system to our users in English and Dutch. However, it seems that text in our deal Canvas isn't available for translation through the translation file. The same applies to the field tooltips. They don't appear in the translation

      • Are Cadences visible to anyone with Cadence permission?

        When setting up a new Cadence is it possible to restrict its use to a specific user? How can I prevent users from making modifications to existing Cadences?

      • Super Admin Logging in as another User

        How can a Super Admin login as another user. For example, I have a sales rep that is having issues with their Accounts and I want to view their Zoho Account with out having to do a GTM and sharing screens. Moderation Update (8th Aug 2025): We are working

      • Show my cost or profit while creating estimate

        Hi, While creating estimate it becomes very important to know exact profit or purchased price of the products at one side just for our reference so we can decide whether we can offer better disc or not .

      • Issue on Upload API and href image URL

        Here is my Full API Code , URL : URL: https://desk.zoho.com/api/v1/uploads/659563000000193003/content Headers* Authorization: 'Zoho-oauthtoken 1000.ed5ce2836bf5ba9b946f5ec9************88e73ff4883a3e9c58ffeb7870' orgId: 7586***** RESPONSE{ "errorCode":

      • Issue when downloading a Mail Merged Zoho Writer Document as .docx

        Hi, We are using within Zoho CRM mailmerge to create documents. This results in a Zoho Writer document. When we try to download as a Microsoft Docx file we get following error: "Word experienced an error trying to open the file. Try these suggestions.

      • Next Page