Why Record KPI Values?
Creating a KPI is just the first step. The real value comes from consistently tracking actual performance over time. Recording KPI values lets you:- See if you’re meeting your targets
- Spot trends (improving or declining)
- Identify when corrective action is needed
- Prove that process improvements are working
Think of KPI tracking like checking your weight when dieting. One weigh-in doesn’t tell you much. Tracking over time shows if you’re making progress toward your goal.
Recording Your First Value
1
Navigate to the KPIs Tab
Open the core process that contains your KPI and click the “KPIs” tab in the top navigation bar.
2
Find Your KPI
You will see a card for each KPI you have created (e.g., “5 - Number of sales calls per week”).Click the “Record Data” button on the card for the KPI you want to update.
3
Enter Data in the Modal
This opens the “Record Actual Value” modal. Fill in the fields:
- Reporting Period*: Select the date this measurement represents.
- Actual Value*: Type in the measured value (e.g., “1” or “120”).
- Notes (optional): Add any context for this value.
4
Observe Status Preview
After entering an “Actual Value,” the modal will show you an automatic “Status Preview”.The system calculates this by comparing your “Actual Value” to the “Target Goal” and shows you the status (e.g., “10% of goal” - Red).
5
Save the Value
Click “Save & Close” (or “Save & Add Another”) to record the value.The system adds this data point to the KPI’s historical record and updates its card.
Understanding Automatic Status
When you record a value, the system compares it to your “Target Goal” and automatically assigns a status color based on its internal rules.Green
Meeting or exceeding targetKeep doing what you’re doing
Yellow
In warning zonePay attention, may need action
Red
Below acceptable levelAction required
- Record 11 → Status: Green
- Record 8 → Status: Yellow
- Record 1 → Status: Red
Recording Frequency
Stick to the frequency you defined when creating the KPI:Daily KPIs
Daily KPIs
Record every business dayExamples:
- Support ticket response time
- Daily sales volume
- Website conversion rate
Weekly KPIs
Weekly KPIs
Record once per weekExamples:
- Weekly sales pipeline
- Average project completion time
Monthly KPIs
Monthly KPIs
Record once per monthExamples:
- Monthly revenue
- Customer churn rate
- Time to hire
Quarterly KPIs
Quarterly KPIs
Record every 3 monthsExamples:
- Quarterly strategic goals
- Employee retention rate
Where Data Comes From
- Manual Calculation
- System Reports
- Automated Integration
- Surveys or Forms
You calculate the value from source dataProcess:
- Gather relevant data (reports, logs, records)
- Apply your calculation formula
- Enter the result into the system
- Export ticket data from support system
- Calculate: Total response time ÷ Number of tickets
- Enter average into KPI tracker
Recording Best Practices
Be Consistent
Record on the same day and time each period. Consistency makes trends accurate.
Be Accurate
Double-check calculations. Wrong data leads to wrong decisions.
Add Context
Include notes explaining unusual values so future you understands what happened.
Don't Cherry-Pick
Record actual performance, not just good periods. Honest data drives improvement.
Viewing Historical Data
After recording values, click the “View Records” button on the KPI card to see trends.- Charts and Graphs
- Data Tables
- Summary Statistics
Visual representation of performance over timeWhat you’ll see:
- Line charts showing trends
- Goal line for comparison
- Color-coded status zones (Green/Yellow/Red)
- Data points for each period
Interpreting Trends
Upward Trend
Upward Trend
Values consistently increasing over timeIf ‘Higher is Better’: Great! Keep it up.If ‘Lower is Better’: Problem. Investigate why.Action: Understand what’s driving the trend and respond accordingly.
Downward Trend
Downward Trend
Values consistently decreasing over timeIf ‘Higher is Better’: Problem. Find root cause.If ‘Lower is Better’: Excellent. Document what improved it.Action: For positive trends, sustain the improvement. For negative, take corrective action.
Stable/Flat Trend
Stable/Flat Trend
Values staying relatively constantIf in Green zone: Good. Process is stable and meeting targets.If in Yellow/Red zone: Concerning. You’re consistently not meeting goals.Action: If stable in Green, maintain. If stable below target, process change needed.
Volatile/Erratic
Volatile/Erratic
Values jumping up and down with no patternPossible causes:
- Inconsistent process execution
- External factors affecting measurement
- Measurement error
- Seasonal variation
Updating Historical Values
Need to correct a past entry?1
Find the Value
Navigate to the KPI and click “View Records”.Find the date/value you need to correct in the data table.
2
Click Edit
Look for an edit icon or “Edit” button next to the value.
3
Update the Value
Change the value to the correct number.Add a note explaining the correction.Example: “Corrected from 2.5 to 3.2. Original entry included test data by mistake.”
4
Save Changes
Save the updated value.Charts and trends automatically recalculate.
Dealing with Missing Data
What if you can’t record a value for a period?- Skip It
- Estimate
- Carry Forward
Don’t record anything for that periodWhen to use:
- System was down and data isn’t available
- Process wasn’t operating that period
- External factors made measurement impossible
Best practice: It’s usually better to have a gap in data than to have inaccurate data. If you must estimate, clearly note it.
Taking Action on Red Status
When a KPI value is in the Red zone:1
Investigate Root Cause
Don’t just note it’s red. Find out why.
- Review process execution
- Check for unusual circumstances
- Talk to team members
- Look for patterns in historical data
2
Document Your Findings
Add notes to the KPI record explaining what you discovered.This creates a knowledge base for future reference.
3
Take Corrective Action
Based on root cause, implement fixes:
- Process improvements
- Additional training
- Resource adjustments
- Tool or system changes
4
Monitor Results
Continue tracking to see if your corrective actions improve the metric.If not, try a different approach.
5
Share Lessons Learned
When you fix a red KPI, share what worked with your team.This builds organizational knowledge.
Reporting KPIs
Daily Standups
Daily Standups
Quick status check for critical metrics
- Share current status (Green/Yellow/Red)
- Highlight any Reds requiring action
- Note significant changes from yesterday
Weekly Team Meetings
Weekly Team Meetings
Review trends and discuss patterns
- Show weekly trend charts
- Discuss any concerns
- Celebrate improvements
- Plan actions for Yellows and Reds
Monthly Management Reports
Monthly Management Reports
Formal reporting to leadership
- Summary of all KPIs and status
- Month-over-month trends
- Explanations for off-target metrics
- Actions taken and results
Quarterly Business Reviews
Quarterly Business Reviews
Strategic review of process performance
- Long-term trends (3-12 months)
- Achievement of targets
- Comparison to benchmarks
- Recommendations for process changes
Tips for Success
Automate When Possible
Reduce manual entry by integrating systems. More time for analysis, less for data entry.
Verify Calculations
Spot-check automated data occasionally to ensure accuracy.
Create Dashboards
Use visual dashboards showing all KPIs at once for quick status checks.
Share Responsibility
If you have many KPIs, distribute recording responsibility across team members.
KPI Recording Checklist
- Value recorded on schedule (daily/weekly/monthly)
- Correct reporting period selected
- Accurate value entered
- Notes added for any unusual circumstances
- Status (Green/Yellow/Red) reviewed
- Red status investigated and action taken
- Trends reviewed for patterns
- Team notified of significant changes