provide insights into how time is spent within your organisation. Tourism operators can use these reports to understand staff allocation, track project profitability (e.g., for a specific tour), and identify efficiency gaps.
Accessing this feature
From your Tourism Accelerator dashboard, go to Reports > Time Reports.
How to use it
Once you're in the Time Reports section, you'll see an interface to help you generate the report you need. Let's create one together!
Choose Your Dates: Select the period you're interested in. You'll see options like "This Week," "Last Month," or "Year to Date." If you need something specific, click on Custom Range. This will bring up a calendar where you can pick your exact "Start Date" and "End Date."
Filter Your View (Optional, but super useful!): Below the date range, you'll find some filters. These allow you to narrow down your report so you only see the information that's most important to you right now.
Team Member: Want to see how much time a specific staff member has spent? Click the dropdown and select their name. You can even choose "All Team Members" to get an overview.
Project/Tour: If your team tracks time against different projects (like "New Website Development") or specific tours (e.g., "Great Barrier Reef Day Tour"), you can select one here to see its dedicated time.
Activity Type: Perhaps you want to see time spent on "Marketing," "Guest Service," or "Tour Guiding." Select the activity type from this dropdown.
Status: Sometimes you might want to filter by the status of a time entry (e.g., "Approved" or "Pending"). Use the filters that are relevant to your business.
Generate Your Report: Once you've set your dates and any filters you need, click the Generate Report button.
View Your Insights: Your report will appear on the screen. Here's what you'll see:
A clear summary of total hours for the selected period.
Breakdowns by team member, project, or activity, depending on your filters.
Detailed lists of individual time entries, including descriptions.
The report is designed to be easy to read, so you can quickly grasp the key information.
Download or Print (Your Choice!): Once you have the data you need: You'll see options to Download as CSV or Export to PDF. The CSV is great if you want to put the data into a spreadsheet for further analysis or for payroll. The PDF is perfect for sharing a professional-looking summary.
Tips
With your Time Reports, you're not just looking at numbers; you're gaining power to improve your business! Here are a few of the things you can do:
Understand Staff Allocation: See exactly how many hours each team member has spent on various tasks, helping you manage workloads and identify who might need more support or training.
Track Project Profitability: If you track time against specific projects or tours, you can now see the true time investment, which is crucial for pricing and understanding profitability.
Accurate Invoicing: For any client work where you bill by the hour, these reports provide precise data for fair and transparent invoicing.
Identify Efficiency Gaps: Notice a lot of time going into a particular administrative task? This insight can help you look for ways to streamline processes.
Budgeting for the Future: Use historical time data to make more accurate predictions and budgets for upcoming tours, events, or projects.
Monitor Team Productivity: Keep an eye on overall team effort and celebrate successes when targets are met.
Encourage Consistent Tracking: The reports are only as good as the data entered! Encourage your team to log their time regularly and accurately. Set a reminder at the end of each day or week.
Review Regularly: Don't generate a report once and forget it. Make it a habit to review your time reports weekly or monthly. This helps you catch trends, make timely adjustments, and keep your finger on the pulse.
Use Filters Wisely: Play around with the filters! You might discover different insights by looking at time spent on "Marketing" for a specific tour versus all marketing activities across your business.
Compare Against Goals: If you set time estimates for projects or tasks, use these reports to compare actual time spent against those estimates. It's a way to refine your planning.
Look for Patterns: Do you notice certain days or weeks where productivity dips or spikes? Are there particular tasks that always take longer than expected? These patterns can highlight areas for improvement or celebration.
Train Your Team: Make sure your team understands why time tracking is important. When they see the value in it for the whole organisation, they'll be more engaged.
Export and Analyse: Don't be afraid to download the CSV data and play with it in a spreadsheet. You can create your own custom charts and graphs that really speak to your business needs.
Need help?
For further assistance, contact us at [email protected]