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Administrator Reports & Usage Dashboard

Contents

What are administrator reports?

Administrators can generate reports that show usage and adoption metrics in their organization. Different types of reports are available depending on your needs. Organizations can retrieve user information via reports and the Betterworks API. For organizations that exceed 50K users, reports will need to be run directly via the API and will not be available in the admin panel. 

After a report is triggered, you'll receive a notification that includes any filters that were applied and a download link:

Note: If the report has more than 50,000 entries it will be split into multiple links within the same notification. 

What questions do the reports help answer?

There are 2 key questions that the reports help answer:

1. Who still needs to complete actions?

Examples:

  • User Activity Report
  • Conversations Adoption Report
  • Feedback Adoption Report

2. What is the quality of the activity happening?

Examples:

  • All Goals Report
  • Conversation Answers Report
  • Feedback Answers Report

Note: To learn about which administrators can access these reports, see this article.

Accessing Reports

Note: Administrators cannot use the steps below to view the responses of the other participant in their own conversation(s) before those responses are shared, or to view the responses to confidential questions in their own conversations.

To access administrator reports, go to Admin → Program Management → Reporting → Reports.

From here, you can select either Reports or the Usage dashboard.

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Note: You can filter by department before generating the report. However, if you select a parent department, the report will not return any data. You'll need to select the child departments.

Report Templates

Note: To learn about the Audit Log Report, see this article. 

Below you can download a template of each report that shows all of the fields and some sample data:

Explanation of Fields

Below is a list of fields that you may have questions about.

User Activity Report

  • Views - Corresponds to the # of times a user clicks "Details" on another user's objective.
    • This is logged once per hour, per user.

Conversation Adoption Report

  • % of Days Active — (Days logged in)/(Amount of days between provisioned date and today).
  • Top-Level Leader — Highest leader of the group noted in the org chart.
    • Note: If the individual's manager is also a Top-Level Leader, the Top-Level Leader field will remain blank.
  • Second-Level Leader — The direct report of the top-level leader.
  • Total Conversations — Total # of conversations the individual is participating in.
  • Expected Shares — Total # of conversations the individual is expected to share.
  • Conversations Shared — # of conversations where the individual has clicked "Share".
  • Expected Submissions — Total # of conversations the individual is expected to submit.
    • Note: This field is only applicable if there is an Admin Review Period. If there is no Admin Review Period, it may be best to refer to the Conversations Answers Report (specifically the status fields). 
  • Conversation Submitted — # of conversations where the individual has clicked "Submit".
  • Expected Meetings — Total # of conversations the individual is expected to click the "Confirm Meeting" button.
  • Confirmed As Met — # of conversations where one of the participants clicked the "Confirm Meeting" button.
    • Note: This field is only applicable if the "Require employees to confirm they met" option is enabled (Step 1 in the conversation template). If the option is disabled, it may be best to refer to the Conversations Answers Report (specifically the status fields). 

Conversations Answers Report

  • Conversation Status — Summarizes the direct report and manager statuses. 
  • Direct Status — See table below. 
  • Manager Status — See table below.

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  • Direct Notes — These are the notes that the direct report has written at the bottom of the conversation. They are visible to both participants.
  • Manager Notes — These are the notes that the manager has written at the bottom of the conversation. They are visible to both participants.
  • Direct Question #1 — Each question will have its own fields for the question and the answer (i.e. if there are 6 questions, there will be 12 fields).
  • Direct Answer #1 — Answers will be returned in this field once the answers have been either submitted or shared. For rating scale answers, it will return the display value (i.e. if there are labels entered, the labels will be returned here).

Feedback Adoption Report

  • On Leave — Optional field provided by an administrator.
  • % of Days Active — (Days logged in)/(# of days between provisioned date and current date).
  • Top-Level Leader — Highest leader of the group noted in the org chart.
  • Second-Level Leader — The direct report of the top-level leader.
  • Feedback Given — Total # of feedback the individual has given others for this template in the given date range.
  • Feedback Received — Total # of feedback the individual has received from others for this template in the given date range.
  • Feedback Requested — Total # of feedback requests out to others for the individual in the row for this template in the given date range.
  • Feedback Declined — Total # of feedback the individual has declined to give others for this template in the given date range.

Recognition Report

Hashtag Report

  • Preferred Name — Optional field provided by an administrator.
  • Location — Optional field provided by an administrator.
  • Date Provisioned — Date the account was added to Betterworks.
  • On Leave — Optional field provided by an administrator.
  • Is Deactivated — Related to the status of the account.
  • Has Activated — Shows if someone has logged in to the account at any point in time.
  • % of Days Active — (Days logged in)/(# days between provisioned date and current date).
  • Top-Level Leader — Highest leader of the group noted in the org chart.
  • Second-Level Leader — The direct report of the top-level leader.

Comments Report

  • Module — Is it a comment in the Recognition module or from a hashtag in the Goals module?

Usage Dashboard

The Usage Dashboard helps administrators easily find critical data points like which users haven’t activated and which users haven't yet shared their conversations. From there, you can break that data down by department, manager, and more to find program trends. 

To access the Usage Dashboard, go to Admin → Program Management → Reporting → Usage Dashboard.

From here, you'll be able to adjust the data controls to switch between viewing goal data and conversation data.

Then switch between viewing the "Overview", "Breakdown", or "Underlying Data".

Note: If a team goal is created, only the team members who have a milestone associated with that particular goal will have it counted toward their individual goals. 

From within "Breakdown" and "Underlying Data", you can use the drop-down menu to view various sub-sections of users.

To download the report, click "Email Report" and you'll receive a notification that includes any filters that were applied and a download link.