Response Time Report

From data to decisions: A deep dive into ticketing system reports

Every organization that interacts with its customers should have an established timeframe for how soon an agent is expected to send the first response and any reply to any follow-up messages. 

It's common for the support team to operate under  a service level agreement that requires the first response to any customer ticket to be sent within one hour of ticket creation.

If a team has 10 agents, the manager does not need to check each ticket to see if the response time SLA is met. Instead, the response time report can help identify whether all responses are sent on time or if there is a delay.

What are time-based reports?

Time-based reports are valuable tools that help us understand how well things are going by breaking down key metrics over specific periods. By tracking, measuring, and visualizing data, these reports allow us to evaluate performance, spot trends, and make better decisions. They enable businesses to monitor efficiency, productivity, and operational effectiveness.

If a ticket was raised on February 23, and the response was sent on February 28, the manager can review the details to understand why there was a delay. This might be due to reasons such as holidays, a mistake by a new agent who is unfamiliar with the process, or unusually high demand for support. By identifying the cause, the manager can offer more training on SLA processes, adjust the way agents' workloads are allocated, or arrange for extra help during holidays to ensure timely customer responses in the future.

Example of response time reports

Suppose a ticket was raised on February 23rd about a patient’s health concern, and the response was sent on February 28th. In this case, the hospital manager can review the details to see why there was a delay in addressing the patient's needs. This delay may be caused by factors such as holidays affecting staffing levels, staff being unfamiliar with the ticketing process related to patient care, or an increased workload resulting from a sudden rise in patients.

By figuring out the cause of the delay, the manager can take proactive steps. For example, they could provide more training on the standard procedures for handling patient inquiries to ensure all staff understand the process. The manager might also adjust the workload by redistributing cases among staff or bringing in temporary help during busy times or holidays.

Another strategy is to form a dedicated task force to handle customer inquiries during peak periods to provide quicker responses. By tackling these issues, the organization can improve its operations and ensure timely responses to ensure customer satisfaction.

Availability: All paid versions

Specific attributes of the report

• Ticket ID: Zoho Desk identifies and distinguishes tickets using a unique reference number called a ticket ID.
• Subject: The ticket subject is typically a summary or description of the issue the customer is experiencing.
• Ticket owner: Owner of the ticket.
• Contact name: The customer's contact name.
• Event owner: The owner of the event.
• Event team: The change in the ticket's status.
• Responded by: The name of the agent who responded to the customer's ticket.
• Agent responded time: The time the response was sent.
• Agent response time: The total time taken to respond to the ticket.
• Team response time: The time the team responded to the ticket.
• System response time: The total time the team took to respond to the ticket
• Is first response: Confirms if this is the first response in the conversation's thread.
• Status: The current status of the ticket.
• Status during event: The status of the ticket at a particular point in time.
• Channel: The channel through which the ticket was submitted.
  

Importance of response time reports

Response time reports are important for support systems. They measure how quickly agents reply to customer inquiries.

• Enhance customer satisfaction
• Easily promote customer loyalty
• Enable performance tracking
• Drive operational efficiency
• Support data-driven decisions
• Reinforce brand reputation
  

Analyze and improve response times with reports 

By closely examining both our first response times and the tickets that require more attention, the support team can gather valuable insights from every customer interaction. This continual analysis of response time reports allows us to identify patterns and areas for improvement, ultimately enhancing our overall performance and ensuring a superior experience for our customers.

Please stay tuned for more articles in our Desk Reports series.

 

Regards,

 

Kavya Rao

The Zoho Desk Team

Also read:

Time-based reports

• Resolution Time Report
  

• Topic Participants

• Kavya Rao Addepalli

  

• Sticky Posts

• Zoho Desk Partners with Microsoft's M365 Copilot for seamless customer service experiences

  Hello Zoho Desk users, We are happy to announce that Zoho Desk has partnered with Microsoft's M365 to empower customer service teams with enhanced capabilities and seamless experiences for agents. Microsoft announced their partnership during their keynote

• WhatsApp pricing changes: Pay per message starting July 1, 2025

  Starting July 1, 2025, WhatsApp is shifting from conversation-based pricing to per-message billing. That means every business-initiated message you send will count. Not just the first one in a 24-hour window. Pricing updates on the WhatsApp Business Platform

• Live Webinar - Work smarter with Zoho Desk and Zoho Workplace integration

  Hello customers! Zoho Desk and Zoho Workplace are coming together for a webinar on 14th May, 2024. Zoho Workplace is a suite of productivity apps for email, chat, docs, calls, and more at one single place. Zoho Desk is closely integrated with a few tools

• Apple iOS 17 and iPadOS 17 updates for Zoho Desk users

  Hello Zoho Desk users! Apple recently announced the release of iOS 17 and iPad OS 17. These latest OS updates will help you stay productive and efficient, through interactive and seamless user experiences. Zoho Desk has incorporated the updates to help

• Zoho Desk Cheat Sheet For The Year-End

  Check out these Zoho Desk best practices to end this year on a high and have a great one ahead! #1 Set Business (Holiday) Hours - If you have limited working hours, please make sure you restrict your business hours or set them as holidays for the coming days. Let your customers know when you will, and won't, be available. #2 Update the Annual Holiday List - Check the holidays for the new year and update the holiday schedule. Usually, holidays from the current year will be carried over for the next

• Recent Topics

• Sending emails via Books

  Anyone else getting similar problems recently ??..... Hi, Your message to the following recipient was not delivered. Please find the details below.  Bounce Details: Bounced Address : someone@google.com Bounce Reason : other ; Status : 5.0.0 (undefined status) ; Daignostic-Code : smtp;542 someone@google.com Rejected ; Bounced Time : Sep 05, 2017 06:37 PM BST Regards, Zoho Team The email addresses were fine only a few days ago but are now being rejected ?

• Integrate with WooCommerce using Wordpress Plugin

  We’re thrilled to announce a powerful update to the Zoho Marketing Automation WordPress plugin with WooCommerce integration! This enhancement enables new possibilities for businesses running online stores using WooCommerce, empowering them to merge seamless

• How do I sync multiple Google calendars?

  I'm brand new to Zoho and I figured out how to sync my business Google calendar but I would also like to sync my personal Google calendar. How can I do this so that, at the very least, when I have personal engagements like doctor's appointments, I can

• Zoho Subscriptions -- Zoho Commerce integration

  Is there integration between Zoho Subscriptions and Zoho Commerce? I would like to create subscription plans in Zoho Subscritpions and list them for on my Zoho Commerce store.

• Domain already exists

  Hi, I tried to add my domain creativecolumnist.com but its showing as Domain already exist. Please release if it has already been associated with Zoho, I am the real owner of that domain.

• Select forwarding

  For Zoho mail online on PC in web browser: I had forwarding enabled in section "Mail accounts / Forwards", and I also have some filters that send emails from some unwanted senders to Archive. But it doesn't work as intended, it forwards everything (obviously

• system not picking my default custom service report template

  Can you tell me why when we create a service report always pick the (standard old) template? Even when I have a custom service report selected as Default.

• Restrict Appointment Booking to Approved Clients

  Dear Zoho Bookings Support Team, We'd like to propose a feature enhancement for managing appointments within Zoho Bookings. This feature would ensure only pre-approved clients can schedule meetings. Desired Functionality: We propose the introduction of

• Automate Credit Card Surcharge

  Is there a way to create an automation that will add a 3.0% credit card surcharge to a subscription whenever a customer pays via credit card?

• I have the item field and Quantity field in the sub form , on the submit of the form if the quantity is grater than inventory means show alert on submit validation only for item type goods ,

  I have the item field and Quantity field in the sub form , on the submit of the form if the quantity is grater than inventory means show alert on submit validation . Stock Check Validation only for item type goods , not for item type service . For the

• Disappearance of all articles in the knowledge base

  Hi there! It seems like all of our articles have disappeared from the knowledge base: However, the names still appear in the "sort articles" section:

• Logic for sending to a non-primary email address

  Hi, I have a scenario where contacts are able to sign up for emails with 2 different email addresses (example: work, personal). I've mapped both to Campaigns from Zoho CRM, but when I go to target an email only the primary email addresses are pulling in. How can I update this to look at both of the email addresses - or specifically the secondary email address in Campaigns? Thanks, Jenny

• Add "Reset MFA" Option for Zoho Creator Client Portal Users

  Hello Zoho Creator Team, We hope you are doing well. We would like to request an important enhancement related to Multi-Factor Authentication (MFA) for client portal users in Zoho Creator. Currently, Creator allows us to enforce MFA for portal users,

• Tables for Europe Datacenter customers?

  It's been over a year now for the launch of Zoho Tables - and still not available für EU DC customers. When will it be available?

• NOTAS INVISIBLES

  Siempre que abro mis notas salen invisibles, muchas no resaltan las *negritas* en la vista previa hasta que te metes en ellas y modificas algo. Pero omg con el equipo de Zoho. Les dije que las usaba mucho precisamente por la VISTA PREVIA y encontrar las

• Does Zoho has chatroom/chatbot url feature?

  Hi Zoho community! I’m looking for a quick "Yes/No" answer for my dev team regarding Zoho’s capabilities. We currently use Zoho Desk for our Service Team and Zoho CRM for our Marketing Team to bring both functions under one platform. Our question: Does

• One Support Email Managed By Multiple Departments

  Hello, We use one support email (support@company.com). Incoming emails come to the "Support Department" and based on what the customer is asking, we route that ticket to different departments (billing, technical support, etc.). When users in these different

• What's New in Zoho Analytics - February 2026

  Hello Users! We're back with another round of updates for Zoho Analytics. This month's release focuses on giving you greater flexibility in how you visualize, manage, and act on your data - with new features like custom visualizations, remote MCP server,

• Is it Possible to Modify Standard Report Urls

  Is there a way to permanently modify standard report Urls? Use case: Suppose I have a Products report. Showing list as timeline, calendar, or kanban doesn't make sense. Want to hide that from users by adding #Report:Products?zc_ShowAs=false&zc_Print=false

• Updated font library: New font styles and custom font options in Zoho Sheet

  Zoho Sheet's font library now supports 500+ font styles in 60+ languages! The updated font library is stacked with new font styles, and some of the previously available font styles have been replaced with equivalent options. There are two ways you can

• scope for phonebridge in CRM and phonebridge API documentation

  Hi I cannot find the scope to be used for phonebridge in CRM API V2 calls. I am getting OAUTH_SCOPE_MISMATCH for scope group ZohoCRM.modules.ALL,ZohoCRM.setttings.ALL Also I am not able to locate the documentation for the same, All I have is phonebridge

• Job Alerts for Candidates

  hi All, I have 2 questions relating to sharing job details with candidates. 1. is there a way to notify candidates that meet certain criteria of current jobs available? eg. I run a candidate search, and identify 50 candidates that might be suitable. Can

• Zoho Wiki or new Zoho Learn

  We are currently evaluating if we should move off confluence. At present in Confluence we have multiple levels within our documentation but with learn it looks like you can only have Space       - Manual             - Chapter Is it possible to have levels below Chapter? Also the same question for the existing wiki, can I have more sub-levels?

• Fix image at bottom of a page fot automatic proposal creation

  I'm working on a proposal document to automate our proposal creation process. So far it works fine, but I experience some problems with an image I want to have fixed at the bottom of the page AND above the footer. This section of the document consists

• Can't scroll the page down unless I refresh the page

  Hello, This issue has been going on with me and a lot of other users in my organization, we can't scroll down! the scrolling side bar doesn't appear and scrolling down through mouse or keyboard keys doesn't work, it seems that the page just ends in the

• Price List

  II want to restrict the items to display in sales, quote, etc for which custom rates are added in price list. How I can do the same in Zoho books

• Let’s Talk Recruit: Still switching tabs to source?

  Welcome back to the Let’s Talk Recruit series. Let’s talk about how you actually source talent. Do you open multiple job boards every single time a role opens? Run the same keyword searches you ran yesterday? Download, upload, rename, and then do it again

• Kaizen #231 - Embedding Zoho Desk Tickets in Zoho CRM

  Hello, CRM Wizards! This week, let us enhance cross-team visibility between Zoho CRM and Zoho Desk. We will use the Zoho Request Client inside a Related List widget to display open Zoho Desk tickets directly within the Contact record in Zoho CRM. This

• Introducing a smarter, faster, and more flexible charting experience

  Hello Zoho Sheet users, We're delighted to share the latest news about a major update to charts in Zoho Sheet! The new version supports dynamic data ranges, granular styling options, faster loading, and other interesting enhancements that allow you to

• Introducing Job Alerts

  Keeping candidates engaged beyond their first application is one of the most consistent hiring challenges. Many interested candidates simply do not revisit career sites regularly, which can result in missed opportunities and reduced re-applications. To

• Task status - completed - other options

  I have a dumb question I know i can make custom statuses for the tasks - but is there anyway to make additional "completed" statuses like for instance if i have a task "call back customer" and i leave a vm for them to call back marking it "completed -

• Bank feed integration First Abu Dhabi Bank (FAB) to Zoho? (UAE)

  Hello everyone, Is First Abu Dhabi Bank in the list of banks available for bank feed integration with Zoho Books? Thank you.

• How to Export Filtered List of Contacts?

  This seems like it should be simple, but I'm stymied. I'm trying to export a filtered list of my Contacts for analysis in a spreadsheet. The use case is that I'm an ecom business based in the US. The bulk of our customers are individuals stored as Contacts.

• Quick Create needs Client Script support

  As per the title. We need client scripts to apply at a Quick Create level. We enforce logic on the form to ensure data quality, automate field values, etc. However, all this is lost when a user attempts a "Quick Create". It is disappointing because, from

• can we add product images in Zoho CRM Quote PDF template?

  I want to create a quotation format in Zoho CRM similar to the attached PDF, where each product is displayed in a table with rpoduct image I need the product image to appear inside the line items section of the quote. However, while checking the Quote

• Does Zoho Writer have Dropdowns

  I want to add a drop down field in Zoho writer. Is this possible?

• Facturation électronique 2026 - obligation dès le 1er septembre 2026

  Bonjour, Je me permets de réagir à divers posts publiés ici et là concernant le projet de E-Invoicing, dans le cadre de la facturation électronique prévue très prochainement. Dans le cadre du passage à la facturation électronique pour les entreprises,

• Users Lookup

  It would be extremely convenient to have a lookup field whose type is Users. There are many instances where we need to relate certain actions to users. Furthermore, in our company the candidate sourcer might not be the one who's creating the profile (done by an admin). Please do consider adding this essential feature in the future. Thank you

• Connecting Multiple WooCommerce Stores to a Single Zoho Marketing Automation Account

  Is it possible to connect multiple WooCommerce stores to a single Zoho Marketing Automation account?

• Service Title in Service Report Template Builder

  I am currently working on the Service Report Template Builder in Zoho FSM. I have created three separate service report templates for different workflows: Preventive Maintenance Report Requested Service Report Installation Report My issue is that I cannot

• Next Page