Free template

Free employee productivity report template for weekly and monthly reviews

An employee productivity report summarizes how a person or team spent work time over a period, what they delivered, and where time was lost, so managers can coach instead of guess. This free employee productivity report template comes in weekly and monthly versions, with metric definitions and a filled example.

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Written by Intelogos. Last updated October 23, 2026. Excel and Word files that also open in Google Sheets and Google Docs.

Weekly report

Week of September 21, 2026 · Sample data

Excel

Person	Tracked hours	Availability	Engagement	Delivered
MayaSupport lead	40.5	101%	84%	10 of 10
OmarDeveloper	38.5	96%	83%	4 of 6
PriyaDesigner	34.0	85%	76%	4 of 4
LucasAccount manager	44.5	111%	80%	8 of 8
HanaData analyst	36.5	91%	70%	3 of 5

Instructions
Weekly report
Monthly summary
Metric definitions

Employee Productivity Report

One page · Opens in Google Docs

Word

Summary
In [period], [Team name] delivered [number] of [number] planned work items
Key numbers
Tracked hours, idle time, focus time, Workday, Availability, Engagement, Delivered vs planned
Highlights
[The delivered work that mattered most, and who delivered it]
Concerns
[A blocker: what it held up, for how long, and who can remove it]
Next period
[Priority 1, its owner and the date]

Illustration of the employee productivity report template: the weekly report and monthly summary sheets with the workbook's sample data, and the one-page Word report. Pick a page to pin it; the stack moves on its own until you do.

What goes in

What should an employee productivity report include?

Four things for each person: time (hours worked, focus time and idle time), where that time went (the share spent in the tools the job needs), output (work planned and delivered) and context (what blocked progress). Keep time and output in separate columns: hours at the computer show effort, not results.

Time
How was the week spent?
How much of the scheduled week went into work at the computer, how much of it was uninterrupted, and how much sat idle.
You fill in
- Expected hours
- Active hours
- Idle time
- Focus time
The template calculates
- Tracked hours
- Workday
- Availability
Tools
Where did the time go?
The share of tracked time spent in the apps and websites the job needs, the core tools of each role.
You fill in
- Hours in work tools
The template calculates
- Engagement
Output
What got done?
What was finished and handed over, against what was planned, with one line on what shipped.
You fill in
- Planned items
- Delivered items
- Delivered work
The template calculates
- Delivered vs planned
Context
What got in the way?
What slowed each person down and who can remove it. It is the column that explains most low weeks.
You fill in
- Blockers

Leave out numbers you wouldn't act on: a report for coaching needs a few measures read together, not every data point a tracker can produce. For the reasoning behind these choices, see our guide on how to measure employee productivity.

Weekly or monthly

Weekly or monthly: which report should you use?

Use both, for different jobs. The weekly report catches blockers and long days while you can still act on them; the monthly summary shows trends for reviews and planning. If you only have time for one, keep the weekly report: the monthly summary is calculated from it.

Weekly report

One row per person per week

Who reads it: You and each person, in a 1:1 or a stand-up.
Period: One week.
What it shows: Hours, focus time, time in work tools, idle time, delivered work and blockers, with Workday, Availability, Engagement and Delivered vs planned.
Use it to: Remove blockers this week, spot long or short weeks early and agree on next week's priorities.
Time it takes: About 15 minutes a week, once the hours are at hand.

Monthly summary

The team for one month

Who reads it: Your team, your own manager, or HR in a review.
Period: The weeks that start in the month.
What it shows: Each person's month, a whole-team row, the team week by week and every ratio against the previous month.
Use it to: See trends, prepare performance conversations and decide what to change next month.
Time it takes: None for the numbers, which come from the weekly rows; about 10 minutes for the one-page report.

Planning the coming weeks rather than reviewing the last ones? Use the capacity planning template, which compares each person's available hours with the work planned for them.

15 minutes a week

How do you fill in the template in 15 minutes?

Set up your team once, then spend about 15 minutes a week: five minutes on hours, five on delivered work and blockers, and five reading the results. At month end the summary is already calculated, and the one-page report takes about ten minutes more.

1
Set up your team once
2 minutes, onceMonthly summary
Type each person's name once in the Person column and the start date of the month's first week. The names become a dropdown on the Weekly report.
2
Enter the hours
5 minutesWeekly report
One row per person: the week's start date, expected hours and scheduled workdays after approved time off, then active hours, saved idle time and hours in work tools from your time tracker or timesheets, and focus time from calendars. Idle time counts as worked time; leave out idle time your tracker discarded.
3
Add output and blockers
5 minutesWeekly report
Planned and delivered items from your task tracker, one line on what shipped, and blockers from stand-ups or 1:1s.
4
Read the results
5 minutesWeekly report
Tracked hours, Workday, Availability, Engagement and Delivered vs planned calculate themselves. Fix anything the Check column flags, then note one question for each 1:1.
5
Write the monthly report
10 minutes, monthlyMonthly summary and Word report
Set the month, read each person's row, the trend and the change against last month, and fill in the one-page report.

Weekly report: one row

Sample data

Week starting: September 21, 2026
Person: Omar (sample)
Role: Developer
Expected hours: 40.0
Scheduled workdays: 5
Active hours: 36.0
Idle time (hours): 2.5
Hours in work tools: 32.0
Focus time (hours): 14.0
Planned items: 6
Delivered items: 4
Tracked hours (active + idle): 38.5formula
Workday (hours per workday): 7.7formula
Availability: 96%formula
Engagement: 83%formula
Delivered vs planned: 67%formula
Delivered work: what shipped: Released four tickets; two waiting for review
Blockers: Code reviews waited three days; reviewer on leave

One row of the Weekly report from the template's sample data. Blue fields are typed in; the five marked formula calculate themselves.

Metric definitions

What does each metric in the report mean?

Each number measures time, tool use or output, and the template keeps them apart. Workday, Availability and Engagement are defined exactly as the Intelogos KPIs with the same names, so the template and the product measure the same thing; focus time, delivered work and blockers are plain fields you fill in yourself.

The metrics in the template

The same rows as the workbook's Metric definitions sheet. Expected hours and scheduled workdays are the week's schedule after approved time off; planned and delivered items are counts from your task tracker. Idle time counts as worked time, as in Intelogos when idle time is set to "Always save".

Metric	What it measures	How the template calculates it	How to read it
Active hoursTyped in: time	Hours worked at the computer on scheduled workdays, not counting idle time.	Typed in from a time tracker or timesheets. Part of tracked hours.	Read it with Delivered vs planned: hours show effort, not results.
Idle timeTyped in: time	Stretches of tracked time with no keyboard or mouse input, long enough to count as idle (for example 20 minutes or more). Counted as worked time.	Typed in, in hours: only the idle time your tracker saved, which Intelogos highlights as idle in its reports. Discarded idle time, including very long idle periods discarded automatically, isn't tracked time; leave it out.	Calls, reading and thinking away from the keyboard create idle time too; a rise is a question to ask, not a verdict.
Tracked hoursTime, calculated here	All time tracked on scheduled workdays, idle time included.	Active hours + idle time, as in Intelogos when idle time is set to "Always save". Workday, Availability and Engagement are calculated from it.	Read Idle time next to it, as Intelogos highlights idle time in its reports: it shows how much of the total had no keyboard or mouse input.
Hours in work toolsTyped in: tools	Tracked hours spent in the apps and websites the role needs. Intelogos calls these primary and secondary tools, together work tools.	Typed in. Used for Engagement.	Read it through Engagement. Agree the list of work tools per role first, or the numbers won't compare.
Focus timeTyped in: time	Hours of work in blocks of 60 minutes or more without meetings, calls or chat.	Typed in, from calendars or the person's own estimate. Not an Intelogos KPI.	Compare a person with their own earlier weeks; meeting-heavy roles have less.
WorkdayIntelogos KPI, calculated here	The average amount of time tracked on a workday.	Tracked hours ÷ scheduled workdays, in hours. Idle time is included, as in Intelogos when idle time is set to "Always save".	For an 8-hour expectation, roughly 7h 30m to 8h 30m is healthy. About 4 to 6 hours can mean tracking gaps or unrecorded work; consistently 9 to 10 hours or more can signal burnout risk.
AvailabilityIntelogos KPI, calculated here	The portion of the day the user was working, out of the total amount of time they were expected to work.	Tracked hours ÷ expected hours. Idle time counts as time worked, as in Intelogos when idle time is set to "Always save".	85 to 100% is typical for active workdays. Low Availability can signal time off, meetings, absenteeism, or work away from the computer: look at why before assuming underwork.
EngagementIntelogos KPI, calculated here	The portion of tracked time spent in primary and secondary tools (together called "work tools") out of the total tracked time.	Hours in work tools ÷ tracked hours, so idle time is part of the total.	Above 70% is excellent. Below 60% may mean distraction, but more often that tools the job needs are missing from your list of work tools.
Delivered vs plannedOutput, calculated here	The share of planned work items that were delivered.	Delivered items ÷ planned items. It can pass 100% when unplanned work is finished too.	Read it per person first: item sizes differ between roles. Check the Blockers column before drawing conclusions.
BlockersTyped in: context	What slowed the person down, and who can remove it.	Typed in. Leave it empty when there were none.	Read it before you read a low week.

Four Intelogos KPIs a spreadsheet can't calculate

These need second-by-second or minute-by-minute input data that nobody can type into a spreadsheet, so the template lists them for reference and Intelogos calculates them.

KPI	What it measures	How to read it
Activity	The level of interaction with the computer through mouse and keyboard usage, expressed as the percentage of active seconds out of the total number of seconds tracked.	20 to 50% is typical and healthy for most jobs.
Productivity	The portion of active work minutes spent in primary and secondary tools, out of the total possible time based on how much the user is expected to work.	40 to 60% is strong for most roles; above 60% is exceptional.
Contribution	The total number of active work minutes spent in primary and secondary tools.	A volume, not a ratio: compare it across people, teams or periods, next to Productivity.
Overall Rating	A composite score that summarizes the Availability, Activity, Engagement, and Productivity KPIs into one number for a quick read on overall performance.	With the default settings, an Overall Rating of about 50 or above is generally good.

Definitions of the Intelogos KPIs are quoted from the Intelogos help center; each name links to its article. The reading ranges are the help center's guidance for Intelogos data.

Sample report

What does a finished employee productivity report look like?

Like this: the template's sample team of 5, a support lead, a developer, a designer, an account manager and a data analyst, in the week of September 21, 2026 and across September 2026. The people and numbers are fictional; they are the sample data in the workbook, so you can check every figure against the download.

Weekly report: week of September 21, 2026

Hours and focus time in hours. Tracked hours are active hours plus idle time, and Workday, Availability and Engagement are calculated from them. Everyone was scheduled for 40 hours over five days.

Person	Active hours	Idle time	Tracked hours	Focus time	Workday	Availability	Engagement	Delivered	What shipped	Blockers
Maya, Support lead	38.5	2.0	40.5	8.5	8.1	101%	84%	10 of 10	Closed 10 escalations; drafted the quarterly support report	None
Omar, Developer	36.0	2.5	38.5	14.0	7.7	96%	83%	4 of 6	Released four tickets; two waiting for review	Code reviews waited three days; reviewer on leave
Priya, Designer	30.5	3.5	34.0	11.5	6.8	85%	76%	4 of 4	Tested the checkout prototype with users	None
Lucas, Account manager	39.5	5.0	44.5	2.5	8.9	111%	80%	8 of 8	Five renewals signed; two at-risk accounts kept	Quarter-end renewals ran into evenings
Hana, Data analyst	32.5	4.0	36.5	8.5	7.3	91%	70%	3 of 5	Rebuilt three reports from exports	Still no data warehouse access; IT ticket open

Monthly summary: September 2026

The four weeks that start in September 2026, including the four-day week of Labor Day. The last two columns are August 2026, for the trend.

Person	Active hours	Idle time	Tracked hours	Focus time	Workday	Availability	Engagement	Delivered vs planned	Weeks with a blocker	Availability, August	Delivered vs planned, August
Maya, Support lead	145.0	7.0	152.0	30.5	8.0	100%	84%	37 of 38 (97%)	1	99%	98%
Omar, Developer	143.5	6.5	150.0	59.5	7.9	99%	85%	21 of 23 (91%)	1	97%	97%
Priya, Designer	112.0	13.5	125.5	42.0	7.0	87%	76%	14 of 14 (100%)	0	86%	100%
Lucas, Account manager	144.5	18.5	163.0	11.5	8.6	107%	80%	30 of 30 (100%)	2	96%	95%
Hana, Data analyst	132.5	10.5	143.0	42.5	7.5	94%	77%	14 of 19 (74%)	2	96%	96%
Whole team	677.5	56.0	733.5	186.0	7.8	98%	81%	116 of 124 (94%)	6	95%	97%

One-page report, sample

Employee Productivity Report: September 2026

Sample team of 5, against August 2026

Summary

In September 2026, the team delivered 116 of 124 planned work items (94%), compared with 97% in August 2026. Availability was 98% and Engagement 81%. Most of the gap came from two blockers: Hana waited two weeks for access to the new data warehouse, and Omar's code reviews stalled in the week of September 21, 2026.

Key numbers

Metric	September	August	Change
Tracked hours per person per week	36.7	36.7	0.0 hours
Idle time per person per week	2.8	2.4	+0.4 hours
Focus time per person per week	9.3	9.8	-0.5 hours
Workday (hours per workday)	7.8	7.6	+0.2 hours
Availability	98%	95%	+3 points
Engagement	81%	82%	-1 point
Delivered vs planned	94%	97%	-3 points

Highlights

Lucas closed the quarter with all 30 planned items delivered, including 12 renewals in September.
Maya's two fixed daily slots for escalations, started at the end of August, gave her 30.5 hours of focus time in September, and she delivered 37 of 38 planned items.
Priya delivered all 14 planned design items, including the final checkout designs, with Availability of 87%, the lowest on the team: her user tests and design reviews happen away from the computer, so it is not a concern.

Concerns

Lucas worked 8.9 hours per workday in the week of September 21, 2026 and 8.6 across the month (Availability 107%): quarter-end renewals ran into evenings and left no time for account plans.
Hana delivered 14 of 19 planned items (74%, against 96% in August) because she had no access to the new data warehouse for two weeks.
Omar released 4 of 6 planned items in the week of September 21, 2026 while his code reviews waited three days for a reviewer on leave.

Next period

Agree a one-day turnaround for code reviews, with a backup reviewer when someone is on leave.
Spread October renewals across the month so Lucas's days return to about eight hours, with time kept for account plans.
Ask IT to set up data access before the next system move starts, not after.

The one-page report filled in from the sample team's Weekly report and Monthly summary. The Word file has the same sections, with placeholders in square brackets.

Measure it automatically

How does Intelogos build this report for you?

Intelogos fills in the time and tool columns from work computers: active and idle time, time in work tools, and the Workday, Availability and Engagement KPIs, plus Activity, Productivity, Contribution and Overall Rating, which a spreadsheet can't measure. Delivered work and blockers stay with you and your task tracker.

Intelogos is a workforce analytics platform that shows how work time is spent across apps and websites, without screenshots or keystroke logging, and lets managers ask questions about it in plain language. The template uses the same KPI definitions, so a team can start on the spreadsheet and move to employee productivity tracking without relearning the numbers.

Intelogos doesn't take screenshots. Intelogos doesn't record what people type; it records only whether keyboard or mouse input happened.

Book a demo See productivity tracking

Name	Mon	Tue	Wed	Thu	Fri
Emma Davis	8h 48m	8h 17m	6h 45m	8h 20m	8h 10m
Primary tools	6h 12m	5h 45m	4h 30m	6h 05m	5h 50m
Nina Patel	8h 10m	5h 30m	8h 25m	8h 55m	8h 05m
Marcus J.	0h 0m	3h 15m	0h 0m	5h 40m	0h 0m

Illustration of the Intelogos Reports page, with sample data.

Where each part of the template lives in Intelogos

In the template	In Intelogos
Expected hours and scheduled workdays	Admins set work hours in Settings, with a company policy and custom policies for specific people or departments. Days covered by approved time off are left out of the Workday average. Settings, Time Off
Active hours, idle time and tracked hours	The Reports page shows total and idle time for each person and day, with full, short, long and absent days. With idle time set to "Always save", idle time counts toward total work hours and is highlighted as idle, which is how the template counts it. Reports, Idle time
Hours in work tools and Engagement	Importance categories mark the primary and secondary tools of each department. Engagement and the work tools time in Advanced Reports follow from them. Importance categories
Workday, Availability and Engagement for the whole team	The Team page lists the KPIs for everyone you manage in one table, grouped by department, manager, job title or project with group averages, and exports it to CSV. It adds Activity, Productivity, Contribution and Overall Rating. Team page
The trend against the previous period	Each KPI card on a person's Profile can show the change against the previous period, above a daily trend chart. Profile
Focus time	There is no focus time metric. The Profile's Weekly overview shows each day as ten-minute blocks of active and idle time, and the Communication time category shows time in messaging, email and calls. Time categories
Delivered work and blockers	These stay with you: Intelogos doesn't measure output. On the AI Intelligence and Enterprise plans, Ask AI can read connected tools such as Jira and GitHub alongside the tracking data. Ask AI
The weekly and monthly routine	Email reports from the Reports page arrive daily, weekly or monthly, with a KPI summary and, for each person, total time, Workday and the first three metrics you choose. Email reports
The one-page narrative	Generate Insights writes a report on the page you're viewing, with an executive summary, KPI analysis, risks and recommendations, which you can copy into the one-page report. It is on every plan, five a month on Analytics. Generate Insights

Download

Download the employee productivity report template

An Excel workbook with four sheets, filled with a sample team of five so you can see every formula working before you type over it, and a one-page Word report to fill in from it. Enter a work email and your company size and the files appear right here.

What's inside

1. Instructions (Excel)
The weekly routine in four steps, how to read the numbers and how to open the workbook in Google Sheets.
2. Weekly report (Excel)
One row per person per week: expected hours, active hours, idle time, hours in work tools, focus time, planned and delivered items, what shipped and blockers, with tracked hours (active hours plus idle time), Workday, Availability, Engagement and Delivered vs planned calculated.
3. Monthly summary (Excel)
The month per person and for the whole team, the team week by week, and every ratio against the previous month.
4. Metric definitions (Excel)
What each number measures, how the template calculates it and how to read it, with the Intelogos KPI definitions quoted from the help center.
5. One-page narrative report (Word)
Summary, key numbers, highlights, concerns and next period, with placeholders in square brackets to fill in from the workbook.

Formulas only, with no macros and no links to other files. Room for 500 weekly rows and 25 people.

Using Google Sheets and Google Docs?

The .xlsx opens in Google Sheets: choose File > Import, select the file and pick Create new spreadsheet. It uses only functions Google Sheets also supports. See Google's guide to importing files.

The .docx opens in Google Docs: upload it to Google Drive, then open it with Google Docs.

FAQs

Frequently asked questions

Writing an employee productivity report, which metrics to include, how often to report, Excel and Google files, and what Intelogos fills in for you.

Collect the numbers first, then write. For each person, record the hours they were expected to work, the hours they actually worked at the computer, idle time, focus time, time in the tools the job needs, the work items planned and delivered, and any blockers. Calculate a few ratios, such as hours worked against hours expected and items delivered against items planned. Then write a short narrative: a summary of the period, highlights, concerns and priorities for the next period. Keep it to one page, read time and output together, and compare people with their own earlier weeks before comparing them with each other. The free template does the arithmetic in its Weekly report and Monthly summary sheets, and its Word file gives you the one-page structure.

Include a few metrics from each of three areas and read them together. Time: active hours, idle time, tracked hours (the two added together: the template counts idle time as worked time), focus time, and two ratios, Workday (the average amount of time tracked on a workday) and Availability (the portion of the day the user was working, out of the total amount of time they were expected to work). Tools: Engagement, the portion of tracked time spent in primary and secondary tools, the apps and websites the job needs. Output: work items planned and delivered, with one line on what shipped. Add blockers for context. Time metrics show effort, not results, so never report them without delivered work next to them.

Weekly for each person and monthly for the team. A weekly report takes about 15 minutes and catches blockers and long days while you can still act on them; it fits a 1:1 or a stand-up. A monthly summary shows trends, compares the month with the previous one and feeds performance conversations and planning. Daily reporting is usually too noisy for coaching, and quarterly reporting finds problems too late. In the template, the Monthly summary is calculated from the weekly rows, so the monthly report costs you only the ten minutes it takes to write the one-page narrative.

Yes. The workbook is an Excel file (.xlsx) built with ordinary formulas such as SUMIFS, COUNTIFS, INDEX and MATCH, with no macros and no links to other files, so it opens in Excel on Windows and Mac. To use it in Google Sheets, choose File > Import in Google Sheets, select the file and pick Create new spreadsheet; it uses only functions Google Sheets also supports. The one-page narrative report is a Word file (.docx) that opens in Word, or in Google Docs once you upload it to Google Drive. There are no separate Google files to copy.

No. Hours show how much time went into work, not what it produced. A good employee productivity report puts time next to output: the template keeps active hours, idle time and focus time in separate columns from the work items planned and delivered, and adds blockers for context. In its sample data, a designer has the lowest Availability on the team but delivers every planned item, because user tests and reviews happen away from the computer; a report built on hours alone would get that wrong.

In most cases, yes. People can explain a low week, point out work the numbers miss and act on a blocker only if they see the same report you do, and a report nobody discusses with them reads as surveillance. Share each person's weekly row in your 1:1s and the team summary with the team. In Intelogos, every user with an account can view their own Profile, and the company's stats access level decides whether they see only their time information or all of their KPIs.

Intelogos fills in the time and tool parts automatically: active and idle time on the Reports page, the Workday, Availability and Engagement KPIs with Activity, Productivity, Contribution and Overall Rating on the Team page, and the change against the previous period on each Profile. Email reports can arrive daily, weekly or monthly, and Generate Insights writes a summary of the page you are viewing that you can copy into the one-page report; it is on every plan, five a month on the Analytics plan. Delivered work and blockers stay with you. Intelogos doesn't take screenshots. Intelogos doesn't record what people type; it records only whether keyboard or mouse input happened.

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Free employee productivity report template for weekly and monthly reviews

What should an employee productivity report include?

Time

Tools

Output

Context