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Reports

Collabox reports are numerous, from the most general to the most specific.

These are business management tools that provide you with information on most aspects of your business life:

financial reports
reports related to human resources management
report by projects
production reports
and others

Project monitoring report

By Projects, Reports

This report gives you a lot of information to monitor your projects at several levels and give you performance indicators of several types.

To obtain significant data in this report, you must carry out several elements with your Collabox: 1- do the invoicing 2- make your service offers 3- follow your projects and the timesheets related to them.

You have several display options, according to your needs: by project managers / by projects / by types of projects. You can choose a period. You can also choose to filter by delivery dates or by transaction dates.

Vacation management

By Reports, Sick vacation

Here you will find a summary of the different options available to manage the holidays.

The first option is to determine how you want to manage your vacation. In other words, when your employees go on vacation, do you want them to enter the hours into a project or as a department? Do you see this position as a project or a service? There is no wrong answer to this choice, these are two valid classification modes.

You must first access the organization preferences by clicking on “Organization” in the left sidebar.

Once in the organization’s file, under the “Info” tab you will have a small drop-down menu offering you the possibility to choose between project or service. Select the one you want and click “Save”.vacation

Well, that’s it! You can change your choice at any time by returning to this menu. However, don’t forget to create the Vacation projects or services in the appropriate setup menu, otherwise your efforts will be wasted.

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In a few months, you will like to know the vacation balance of your employees. To achieve this, we have put together a nice report that allows you to consult all this information quickly. To access it, you must first click on “Reports” in the top navigation menu.

Then, located in the side menu bar, click on “Vacation – Sickness”.

You now have access to a few options for viewing the vacation report. Choose what you want and click on “View report”.

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The displayed report takes into consideration the percentage of vacation, the hours worked, but also the vacation used. You are now ready for summer. No more unnecessary stress as the good weather approaches.screen-shot-2016-12-15-at-08-51-21

Configure vacation percentages

To be able to calculate the vacation, Collabox needs you to tell it the amount of vacation to which the employee is entitled. In Quebec, the Commission des normes, de l’énergie, de la santé et de la sécurité du travail has established very specific rules regarding vacations based on the number of years worked by the employee. You can refer to their guide by clicking here. Once you have the right percentage, navigate to your employee’s file by clicking on “Configuration” in the top navigation bar.

Then click on “Employees” in the left bar.

Choose the employee to edit. Once in its file, click on the “Rate” tab.

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Finally, add the percentage and the effective date. If the employee already had accumulated vacation before the chosen date, you can also add them.

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If you want your employees to enter their vacation time in Collabox, see the article Fill out your vacation timesheet in order to know the procedure.

Report by employee

By Reports

Do you feel like you’ve focused too much on the same project over the past three months? Wondering how Marie fills her working hours? Do you think that one of the departments is gathering more and more work to do? Take stock of all this with the Collabox employee report! It is designed to let you choose the information that will be put forward.

Producing a report

To produce a report, click on the icon Reports , located in the horizontal menu at the top of the screen. You will land directly on the right page. The report is produced in 3 stages:

  1. Determine the time period that will be covered by the report using the drop-down menus or the calendar.
  2. Choose whether the report will cover all employees or a specific employee by selecting the desired option from the drop-down menu.
  3. Select the type of report you want to produce (report by employee, total project hours or sum of services), then check the boxes for the parameters you need.

Don’t forget to click on the button View report when you’re done!

Overview of report types

The report by employee

This type of report basically allows you to see the number of hours worked by each employee over the given period. You may or may not include details (depending on the parameter options checked).

The report of the total hours of the projects

This report shows the projects each employee worked on, the amount of time they spent on them individually and the proportion (in%) of their time that the projects occupied.

The sum of services ratio

As the name suggests, this report is structured around the departments of your business. It lists the departments each employee worked for, the number of hours spent on each, and the billable amounts worked per department.

Note: The above examples were created from the basic settings and the selection of all employees. Depending on the options you choose to create your report, it may contain more or less items.

Management report by projects

By Projects, Reports

Project management is essential to control your operations. It therefore becomes essential to obtain reports that allow you to have an overview or detailed on the time that the members of your teams devote to the various actions for a given period. So here is an overview …

It is natural that the report by project is the document most produced and used in project management software. This is also the case for Collabox. It gives you a good summary of everything you want to know about your projects:

  • invoices
  • disbursed
  • wages
  • hours
  • resources
  • Purchase Orders
  • remaining budget
  • etc

Name them! No need to dig through your employees’ timesheets to find information on a project. Everything is in this report which is very quick to produce. It even exports to Excel!

To access the report page, click on the icon Reports , at the top of your Collabox page.

Collabox horizontal menu

Then select Projects in the left menu of Collabox.

Collabox vertical menu

The report by project is created in 4 steps:

  1. Determine the period that will be covered by the report using the drop-down menus.
  2. Choose the project, in the drop-down menu, on which you want to obtain information.
  3. Choose, if desired, a specific employee or department to report on.
  4. Determine how the information will be classified in the report (employees, department or chronological order) by selecting the option that interests you.

Note: The system remembers the last selected items in the form.

Report form by project

Once you have chosen these parameters, you can either view the report immediately without changing the other parameters, or adjust the parameters according to your needs. To display the report, click on the button View report located at the bottom of the page. If you want to export the report in Excel format, click directly on the Excel icon just above the button View report .

Example of report by project, classified by employee

Progress report

By Progression, Reports, Timesheet report

Do you know the progress report?

It allows you to see at a glance which of your projects are going well and which are in cost overrun. It saves you time because you directly see the progress of the project, the amount sold to the client and the total fees of your employees to date. The report is practical and accessible, it only takes a few clicks and you’re done. Your projects are often in several phases as is the case in architecture or construction. We’ve thought of everything! The progress report becomes a valuable tool since it allows you to follow up by phase!

The progress report is soon at your fingertips, you must first check if an hourly rate has been assigned to your employees and meet certain conditions. If it is already done, continue a little lower.

Configuring the hourly rate per employee

To do this, go to the configuration menu located at the top of the page.

Then you have to go and look for the “employees” section in the left sidebar.

You will then have a list of all the employees in your company. By clicking on a name, you will display the employee’s file. To consult its hourly rate, click on the “Hourly rate” tab.

This page shows you the hourly cost and selling rate for this employee. If no hourly rate is displayed, you must add it by clicking on “Add an hourly selling rate”. The amount of the selling fee is necessary in the calculation of the progress report. Without it, the report will not display. It is also possible to modify an hourly rate for an employee in the project page to indicate a special hourly rate only for this project.

Now that your employees have an assigned hourly rate, you are ready for the progress report. The instructions below tell you which sections to complete to display your progress report.

What to fill in to display a progress report?

Before you can view your progress reports, your projects must contain certain information.

  1. The amount sold: This is the amount you sold to your client for the entire project.
  2. Fees: Your employees should make timesheet entries AND record that they are working on the project. Otherwise, their time will not be counted on the project and the progress report will not be up to date. The hourly cost rate must be configured (see above).
  3. Progress status: When you are in the project file, you must indicate the level of progress of the latter in percentage.

Once the projects are completed with the necessary information, the next step is to display the report itself. You will see, it only takes five mouse clicks.

How do I view the progress report?

To display the progress report, you must first click on the “Reports” icon located in the top bar.

Once in the reports menu, you can find the “Progress report” option in the left navigation bar.

You can then choose the time period you want for the report to be displayed. Collabox will present you with the information of all the projects fulfilling the necessary conditions for the display report. It is also possible to choose the detail of a particular project by indicating it in the drop-down menu.

We also take the opportunity to explain a very practical feature for certain trades such as architects, construction contractors or engineers. This is the progress report by phase.

This type of report allows you to see the progress of a project and the costs incurred in fees vs. the amount sold to the client. It also offers you the detail by phase of the project. Thus, it is possible to see which phases are in cost overrun.

For example: the salaries of employees who worked on plans and specifications and on contract administration and site supervision which may be the cause of the cost overrun on a project.

Employee assignment load

By Assignment charge, Management, Management reports, Reports

Can you tell which employee in your company is overwhelmed? Our assignment load report is THE solution. This fantastic tool allows you to see over a period of time, the projects your employees are working on with the time they have already completed and the time remaining. In addition, we tell you if your employees will complete their tasks on time according to the project delivery date. Incredible, right? Follow the instructions below to see at a glance if you have overworked employees.

The procedure for accessing the assignment load report is simple. The first step is to go to the menus of the “Management” module by clicking on the icon at the top.

In the left sidebar, you must then click on “Assignment load” to go to the report options page.

Once on the report page, you need to determine the time range for the report. By default, the report runs from the start of the year to the current day. It is IMPORTANT to select a future date for the interval. Otherwise, the report will not show you projects with a later delivery date. A good way to do this is to use a period of one week. In other words, take the current date and add a week to it. So you will have an overview of the work to be done in the coming week. This will allow you to better distribute the assignments of your employees.

Here is your report!

You get to view your report, but you only see hours assigned to 0, you may have forgotten to assign your employees to projects. This is not a big deal, just follow the steps below to correct the situation.
On your project page, click on the “Assignments” tab.

You will then see the list of all your employees. All you have to do is enter the number of hours desired for each employee. They will then be assigned to the project.

Congratulations, you have successfully viewed your first Assignment Load Report!

Seller activities report

By Management, Reports, Seller activities

Collabox offers you the best tool to track the activity of your sellers. This is the “Vendor Activity Report”.

This allows you to view the interventions made by your salespeople to customers. So you can keep an eye on the work of your employees with just a few clicks.

To access the report, you must first click on “Reports” in the top menu bar.

Then, in the left navigation bar, click on “Sales activities”.

superuser2

Once on this page, you must select the options of the  report starting with the desired time interval for the report display. superuser3

Two types of report can be generated. The first, the intervention report summarizes all the interactions in the given period, regardless of the seller. It is therefore a good summary of your different projects. You can classify them by type of intervention or by contact.

Vos vendeurs ont la fâcheuse habitude de ne pas cocher de type d’intervention avec leurs commentaires? Ce temps est révolu! Vous pouvez “forcer” cette option dans la fiche d’employé de votre vendeur. Pour ce faire, vous devez d’abord cliquer sur “Configuration” dans le menu de navigation au haut de la page.

Ensuite, cliquez sur “Employés” et sélectionnez l’employé à qui vous voulez ajouter cette option.

rapportvendeur3Une fois sur la page de l’employé, cliquez sur l’onglet “Préférences”.

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Enfin, assurez-vous que la case “Obliger la sélection d’un type d’intervention lors de la saisie d’un commentaire” soit cochée.

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Vous n’avez qu’à reproduire ces étapes pour tous les employés à qui vous voulez forcer cette option.


Le second, le rapport d’activités présente quant à lui les actions posées par les vendeurs avec leurs commentaires. Il est aussi possible d’afficher les commentaires reliés aux entrées de la feuille de temps en choisissant l’option “Commentaires des feuilles de temps” dans la section Rapport d’activité.

Collabox RH reports

By Reports, Sick vacation

There are several reports to manage vacations, illnesses, time off, “health” type bank hours, and regular bank hours.

These reports are available for managers or for the employee only. Access can be personalized as needed.


How? ‘Or’ What? very easy

Reports function – top menu

Left menu: Vacation / sickness reports

Calculation of overtime – new

By New arrivals, Reports

The report by employees now allows you to calculate and display overtime (these are usually the hours that exceed 40 hours per week and calculated at time and a half).


Here’s how to get this report:

Step 1 Display the “Report by employees”. Then uncheck the following 2 boxes: 1- Include the details of the hours and 2- Include the comments. Finally check the box: Explode the hours by bank holiday / vacation.


Step 2 Per employee, you will have the calculation of the “Hours at time and a half” which will be displayed.

Reports without amounts

By Configuration, Employees, Reports

You can allow your employees to print reports, but without the amounts equivalent to the total hours being displayed in the report (this option is also useful for copying and pasting the report to a client).

By default, money amounts are not displayed in reports, but if you prefer to allow an employee to see the amounts worked, here’s what to do:

Visit the Configuration section -> Employees, then view the employee’s record. Then in the Advanced configuration tab, check the option “Display amounts in reports”, then save.

Advanced Configurations page of [nom de l’employé]

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