> ## Documentation Index
> Fetch the complete documentation index at: https://docs.stage3.app/llms.txt
> Use this file to discover all available pages before exploring further.
# Recording KPI Values
> Learn how to track and update KPI performance data
## 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
Open the core process that contains your KPI and click the **"KPIs"** tab in the top navigation bar.
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.
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.
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**).
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.
**Meeting or exceeding target**
Keep doing what you're doing
**In warning zone**
Pay attention, may need action
**Below acceptable level**
Action required
**Example:** A KPI has a Goal of 10 and "Higher is Better".
* Record **11** โ Status: **Green**
* Record **8** โ Status: **Yellow**
* Record **1** โ Status: **Red**
Learn more: [KPI Status Colors](/processes/kpi-status-colors)
## Recording Frequency
Stick to the frequency you defined when creating the KPI:
**Record every business day**
**Examples:**
* Support ticket response time
* Daily sales volume
* Website conversion rate
**Record once per week**
**Examples:**
* Weekly sales pipeline
* Average project completion time
**Record once per month**
**Examples:**
* Monthly revenue
* Customer churn rate
* Time to hire
**Record every 3 months**
**Examples:**
* Quarterly strategic goals
* Employee retention rate
**Set reminders:** Use calendar reminders or task management tools to prompt you when it's time to record KPI values. Consistency is key to useful data.
## Where Data Comes From
**You calculate the value from source data**
**Process:**
1. Gather relevant data (reports, logs, records)
2. Apply your calculation formula
3. Enter the result into the system
**Example:** Calculate average support response time:
* Export ticket data from support system
* Calculate: Total response time รท Number of tickets
* Enter average into KPI tracker
**Pull value from existing system reports**
**Process:**
1. Open the relevant system (CRM, support platform, etc.)
2. Run the standard report
3. Find the metric value
4. Enter into KPI tracker
**System automatically pulls data**
**Process:**
1. Set up integration between data source and KPI tracker
2. Values update automatically
3. Review for accuracy periodically
**Collect data through structured feedback**
**Process:**
1. Distribute survey to relevant group
2. Collect responses
3. Calculate average or aggregate score
4. Enter into KPI tracker
## Recording Best Practices
Record on the same day and time each period. Consistency makes trends accurate.
Double-check calculations. Wrong data leads to wrong decisions.
Include notes explaining unusual values so future you understands what happened.
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.
**Visual representation of performance over time**
**What you'll see:**
* Line charts showing trends
* Goal line for comparison
* Color-coded status zones (Green/Yellow/Red)
* Data points for each period
**List of all recorded values**
**What you'll see:**
* Date of each measurement
* Actual value
* Status (Green/Yellow/Red)
* Notes
* Who recorded it
**Calculated metrics across time periods**
**What you'll see:**
* Average value
* Minimum and maximum
* Trend direction (improving/declining)
* Percent of time in Green/Yellow/Red
## Interpreting Trends
**Values consistently increasing over time**
**If 'Higher is Better'**: Great! Keep it up.
**If 'Lower is Better'**: Problem. Investigate why.
**Action:** Understand what's driving the trend and respond accordingly.
**Values consistently decreasing over time**
**If '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.
**Values staying relatively constant**
**If 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.
**Values jumping up and down with no pattern**
**Possible causes:**
* Inconsistent process execution
* External factors affecting measurement
* Measurement error
* Seasonal variation
**Action:** Investigate why performance is inconsistent. Look for patterns in notes.
## Updating Historical Values
Need to correct a past entry?
Navigate to the KPI and click **"View Records"**.
Find the date/value you need to correct in the data table.
Look for an edit icon or "Edit" button next to 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."
Save the updated value.
Charts and trends automatically recalculate.
**Audit trail:** Some systems track who edits values and when. Don't abuse this to make performance look better than it is. Data integrity matters.
## Dealing with Missing Data
What if you can't record a value for a period?
**Don't record anything for that period**
**When to use:**
* System was down and data isn't available
* Process wasn't operating that period
* External factors made measurement impossible
**Effect:** Gap in your chart, but no false data
**Make a reasonable estimate and note it**
**When to use:**
* You need a complete dataset for analysis
* You can make a reasonable approximation
* The period is important for reporting
**Effect:** Maintains continuity but less accurate
**Use previous period's value**
**When to use:**
* Metric doesn't change frequently
* Rarely appropriate - use with caution
**Effect:** Shows stability that may not be real
**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:
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
Add notes to the KPI record explaining what you discovered.
This creates a knowledge base for future reference.
Based on root cause, implement fixes:
* Process improvements
* Additional training
* Resource adjustments
* Tool or system changes
Continue tracking to see if your corrective actions improve the metric.
If not, try a different approach.
When you fix a red KPI, share what worked with your team.
This builds organizational knowledge.
## Reporting KPIs
**Quick status check for critical metrics**
* Share current status (Green/Yellow/Red)
* Highlight any Reds requiring action
* Note significant changes from yesterday
**Review trends and discuss patterns**
* Show weekly trend charts
- Discuss any concerns
- Celebrate improvements
- Plan actions for Yellows and Reds
**Formal reporting to leadership**
* Summary of all KPIs and status
* Month-over-month trends
* Explanations for off-target metrics
* Actions taken and results
**Strategic review of process performance**
* Long-term trends (3-12 months)
* Achievement of targets
* Comparison to benchmarks
* Recommendations for process changes
## Tips for Success
Reduce manual entry by integrating systems. More time for analysis, less for data entry.
Spot-check automated data occasionally to ensure accuracy.
Use visual dashboards showing all KPIs at once for quick status checks.
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
## Next Steps
Understand what green, yellow, and red mean
Review how to create effective KPIs
Go back to KPI fundamentals