Schedule Adherence is currently available in Early Access for all paid accounts.
The Schedule Adherence report, available in all ActivTrak plans, helps managers track how closely employees follow their assigned work schedules. By comparing actual work hours against scheduled shifts, you can quickly identify late starts and early departures and monitor productive time during scheduled hours.
To access the Schedule Adherence report, navigate to Live Reports > Schedule Adherence.
Tip: Add the Schedule Adherence report to your Favorites for quick access.
Contents
- When to use the Schedule Adherence report
- Tips for effective use
- Navigating the Schedule Adherence report
- Using Schedule Adherence with other Live Reports
- Creating Attendance Notifications (Beta)
- Practical applications
- Learn more
When to use the Schedule Adherence report
The Schedule Adherence report shows how closely your team members follow their assigned work schedules. This data helps you:
- Identify employees who consistently arrive late or leave early
- Monitor productivity during scheduled hours
- Understand work patterns across teams and individuals
- Optimize staffing and scheduling based on actual work patterns
Note: Anything set to the Ignore category inside Settings > Classifications will be excluded from these reports. You can read more about this feature here.
Tips for effective use
When using the Schedule Adherence report, ActivTrak recommends the following best practices:
- Set realistic schedules: Define start and end times that align with your team's actual work expectations
- Look for patterns: Identify recurring schedule adherence issues across teams or individuals
- Consider time zones: Remember that the report uses the account's time zone settings for all calculations
- Regular reviews: Check adherence data consistently to address issues before they become habits
Navigating the Schedule Adherence report
Define a Work Schedule (Beta)
- Navigate to Settings > Schedules in the left navigation menu; you will land on the Work tab
Note: Agent Schedules are now found in the Track tab
- Enter the Schedule start and Schedule end times, as well as the Total break time allotted
If you want to build in a grace period for your team, simply adjust your scheduled start time to allow for that flexibility. For example, if you give employees a 15-minute grace period before triggering late start notifications, set your scheduled start time 15 minutes later than expected.
- Choose which teams should follow this schedule, or leave blank to apply to all users
- Click Save Work Schedule
Note: Customers are limited to one work schedule per account during Beta.
Filter settings
Like other reports in ActivTrak, the Schedule Adherence report can be filtered by user, group, and time range using the drop-down filter menu options at the top of the report. Click the Refresh button after making your selections to ensure they are applied.
Using the Schedule Adherence report
First, select to view your data against either the Saved schedule (i.e., the Work Schedule you created in Settings > Schedules on the Work tab) or select Quick entry to set the following:
|
Schedule start |
The time at which the work day begins |
|
Schedule end |
The time at which the work day ends |
|
Break time |
The amount of time allotted between schedule start and schedule end that users may take breaks (i.e., Inactive Time) |
The Expected time will automatically be calculated based on these three settings.
Note: These schedule settings will persist when you return to the report, so you don't need to enter them each time.
The Schedule Adherence report provides several key metrics in two views: Summary and Detailed. Use the toggle in the top left to switch between them.
The Summary View shows a summary of each employee's schedule adherence, including:
| Location | Where the employee works (if location data is enabled; this data will not show for the current day) |
| Productive Time (Scheduled Hours) | The amount of productive time logged during scheduled hours |
| Productivity Goal (Scheduled Hours) | Percentage of scheduled hours the user was productive (available in select plans) |
| Schedule Status |
Indicates whether employees have fulfilled their expected productive time during scheduled hours, displayed as one of the following two statuses:
|
| Time Off | When the employee was using paid time off (for those using the PTO integration, currently in Beta) |
| Late Start | Time between scheduled start and actual start |
| Early End | Time between actual end and scheduled end |
| Work Time | The total time spent working, whether during or outside scheduled hours, including all Productive time and Offline Meetings |
Switch to Detailed View for additional metrics:
| First Activity | The time when the employee first started work |
| Last Activity | The time when the employee last stopped work |
|
Productive Time (Non-Scheduled Hours) |
Productive time outside scheduled hours |
| Screen Time | Formerly Total Time; the total time users spend on their devices, including all Productive, Unproductive and Undefined time |
The First Activity and Last Activity columns on the Working Hours Report show only timestamps of when the first and last activities of the day began. They don't reflect what work was performed between these points. Subtracting these timestamps to calculate hours worked is inaccurate and won't match the calculated values in other columns.
For example, an employee logs in at 8:00 a.m. and works for an hour, takes most of the day off, then logs back in at 4:00 p.m. and works until 5:00 p.m. Calculating the difference between the 8:00 a.m. and 5:00 p.m. timestamps would show an apparent 9 hours of work. However, the actual working time would be just 2 hours.
For accurate work duration metrics, refer to the calculated columns in the report, which provide a more precise representation of time actually worked.
Column selector
The column selector dropdown in the top-right corner of the report provides flexible customization of the displayed data:
- Click the Columns dropdown to view all available columns for your current view (Summary or Detailed)
- Check or uncheck boxes to show or hide specific metrics
- Customize both views independently - set up different metrics for the Summary view and the Detailed view based on your needs
- Click the Apply button
- Your customizations persist - once set, your column preferences will be saved for when you return to the report
Important: Your column selections are specific to each view (Summary or Detailed). When you switch between views, the column selections will update accordingly to show your saved preferences for that particular view.
This feature is especially useful when you need different metrics for different purposes:
- Configure the Summary view for quick status checks with essential metrics
- Set up Detailed view with comprehensive data points for deeper analysis
- Both configurations remain saved, creating a personalized reporting experience
Exporting data
Use our Export feature to seamlessly integrate ActivTrak data with additional metrics to uncover correlations between schedule adherence and other performance indicators.
The metrics you've selected to display using the column selector will be included in your export. If you need additional data in your export, make sure to add those columns to your view before clicking the Export button.
To export the Schedule Adherence report:
- Set your desired filters for user, group, time range and columns
- Click the Export button in the top-right corner of the report
- Choose to Download the data directly to your device or Save to Google
The exported data will include:
- Time-based columns in both HH:MM:SS format and raw seconds
- This dual-format approach enables you to both read the data easily and build custom reports/calculations using the raw seconds data
This new export functionality gives you greater flexibility in analyzing and reporting on schedule adherence data, whether you're creating quick summaries or building detailed custom reports.
Using Schedule Adherence with other Live Reports
Schedule start and end times are also available in the:
- The Top Users and Groups Report helps you analyze user productivity within the context of scheduled hours
- The Productivity Report shows productive and unproductive time, with scheduled hours highlighted
- The Working Hours Report provides an overview of daily activity, including a summary of team and individual working hours
Creating Attendance Notifications (Beta)
Configure an Attendance Notification
During Beta, attendance notifications are prepopulated in your Alarms Configuration. You cannot create new attendance notifications, but you can:
- Edit the existing notification alarms to customize delivery settings
- Duplicate notifications to create variations for different teams or managers
- Add conditions to monitor specific teams and alert the appropriate managers
To configure these prepopulated notifications:
- Navigate to Alarms > Configuration in the left navigation menu
- Find the attendance notification you wish to configure. Scroll to the right to either Edit the existing notification or Duplicate the notification before configuration. You can also filter for these new notifications by clicking the Type dropdown and selecting Notifications
- Click Edit in the rightmost column
- Change notification name (optional). You may want the name to reflect the type of notification delivery (i.e., email or Slack) and/or customized conditions you add (see step 7)
- Scroll down to the Email Notification and External Notification panels
For email: In the Email Notification panel, enter the email address(es) to receive notifications in the To field; recipients must be existing App Access users
For Teams/Slack: In the External Notification panel, select from the Destination dropdown menu and enter the webhook URL for your channel
- Adjust the Risk Level if desired (the default Risk Level is 3)
- Add additional Conditions (optional)
If you define a schedule for a specific team, its Group name will appear in the Description
To target a team: Click + Add Condition and define a rule: “Description contains [group name]”
- Toggle on the Activate Notification Alarm in the top right of the page to enable the notification
- Click Save
Please refer to these Help Center articles for more information on setting up push notifications to Microsoft Teams or Slack.
Notification timing
Attendance notifications are designed to run at specific intervals to minimize false positives while providing timely alerts:
|
Late start |
ActivTrak checks for late starts hourly throughout the workday; notifications will be sent at least 30 minutes after the scheduled start time has elapsed
Example: If an employee is scheduled to start at 9:00 AM but their first activity is at 9:15 AM, the Late start notification will be triggered at 10:00 AM |
|
Early end |
ActivTrak checks for early ends at the start of the following workday to ensure all activity data from the previous day has been fully processed
Example: If an employee is scheduled until 5:00 PM but their last activity is at 4:30 PM, the notification will be sent the next workday |
|
Incomplete day |
ActivTrak checks for incomplete days at the start of the following workday to ensure all activity data from the previous day has been fully processed
Example: If an employee is scheduled for 8 hours but only records 7 hours of total work time, the notification will be sent the next workday |
Note: Early end and Incomplete day notifications are processed the following business day to account for any delayed data uploads from users with intermittent network connections. This is subject to change during Beta.
Practical applications
Monitoring work patterns
The Schedule Adherence report helps managers understand teamwork patterns:
- Identify consistent schedule adherence issues that may need addressing
- Recognize employees who consistently work beyond scheduled hours
- Monitor changes in work patterns that might indicate engagement issues
- Track improvements in schedule adherence after implementing policy changes
Identifying training opportunities
Schedule adherence data can highlight areas for improvement:
- Identify team members who may need coaching on time management
- Recognize departments with systemic adherence challenges
- Provide data-backed feedback during performance reviews
- Set realistic expectations based on actual work patterns