Reports

Purpose

The Reports show you how your teams use MatchLytics-Management. At a glance you see in which team motivation profiles, team analyses, SituationFit, Team Barometer and mandatory courses are still missing, and for which regular meetings conversations are due. If something is missing, you remind the team leader directly from the table.

Who can see this?

Administrators, under Company › Reports. Prerequisite: MatchLytics-Management is enabled for your account.

• Other users see the notice “This area is only available to administrators.” instead of the reports.
• If MatchLytics-Management is not enabled, the page shows “MatchLytics Management is not enabled for this company.”

The page has two tabs: MatchLytics Usage and MatchLytics Meetings. Both tabs show one row per team.

Layout

MatchLytics Usage tab

1. Tabs MatchLytics Usage and MatchLytics Meetings – The first tab shows how far your teams use profiles, team analyses, SituationFit, Team Barometer and the Academy, the second one the status of the regular meetings. Both tabs show one row per team.
2. “As of: …” – Names the date on which the report was last calculated. While the report is being calculated, “The report is being computed …” appears here instead.
3. All columns visible – With this selection list you decide which columns the table shows. The CSV file always contains all columns, regardless of this choice.
4. Download CSV – Saves the table as a CSV file that you can open in a spreadsheet. The file contains one row per team, even if you filtered by team or lead.
5. Refresh – Calculates the report again in the background. As soon as it is done, the result replaces the figures of all teams; no emails are sent.
6. Columns Team and Lead – Name the team and its team leader, as you maintain them under Company › Teams. A dimmed team name shows that the last refresh failed for this team.
7. Member Profiles – Shows for how many active members a completed motivation profile from MatchLytics-Management or MatchLytics-Assessment exists. The envelope icon reminds the team leader of missing profiles by email, the group icon lists the members.
8. Team Analysis – Shows the date on which the team’s team analysis was created in MatchLytics-Management. If there is none yet, a dash appears, and the envelope icon reminds the team leader of it by email.
9. SituationFit and Team Barometer – Both columns show the three most recently completed calendar weeks, the newest at the top. SituationFit counts the members who submitted a weekly check or completed a SituationFit in that week, Team Barometer names the date on which the Team Barometer of the week was created.
10. Academy – Shows how many active members have completed all mandatory courses of your company. The figures come from the course completions picked up daily; a dash means that no figures exist yet, and the tooltip names the reason.

The arrows in a column header sort the table. Team and Lead also have a text field for filtering.

Column	Meaning
Team	Name of the team. A dimmed name with a warning icon shows that the last calculation failed for this team. The row then shows older values; the tooltip names the date (“As of …, refresh failed”).
Lead	Team leader of the team.
Member Profiles	“x / n created” with a progress bar: x of n members have a motivation profile.
Team Analysis	Date on which the team’s team analysis was created, or “–” if there is none yet.
SituationFit	Three lines “CW 37 · x / n created”: for the three most recently completed calendar weeks, how many of the n members created a SituationFit. The newest week is at the top.
Team Barometer	Three lines “CW 37 · 09/22/2026” for the same weeks: the date on which the Team Barometer of that week was created, or “–”.
Academy	“x / n”: how many members have completed all mandatory courses of your company (“certified”). If it shows “–”, the tooltip gives the reason: “No mandatory courses defined.” or “Available once the Academy integration is set up.”

MatchLytics Meetings tab

1. Info notice above the table – It explains that team leaders are reminded of due conversations by the workflows “Reminder … for team lead”. The link Settings → Workflows leads to the settings where you define the timing and email template of these workflows.
2. “As of: …” – Names the date on which the report was calculated. This tab calculates anew every time you open it, so the date shown here is usually today.
3. Columns Team and Lead – Name the team and its team leader. If a team has no team leader, a warning icon with the note “No team lead – no reminder possible” appears instead of the name.
4. Columns Employee interview, Annual review, Target discussion and Development discussion – There is one column per type of regular meeting. Each cell refers to the members of the team for whom a conversation of this type is scheduled.
5. Cell “x / n current” – Shows with a progress bar for how many of the n members the regular meeting is current or planned. The tooltip names the due, overdue and planned conversations, and the group icon lists the members with their status.

The report counts the regular meetings of a team’s active members, excluding the team leader. If you hover over a cell, the tooltip gives the individual numbers, for example “1 due · 2 overdue · 1 scheduled”.

• n is the number of members for whom a regular meeting of this type is held.
• x counts the members with the status Current or Planned. Due and overdue conversations do not count.

Status	Meaning
Current	The last conversation is within the interval.
Due	The conversation becomes due within the next 7 days.
Overdue	The due date has passed.
Planned	An appointment is set and is today or in the future. The appointment takes precedence: even if the interval has expired, the conversation counts as planned until the appointment.
Never held	The first interval is still running; no conversation of this type has been recorded yet. This status counts as current.

The statuses match those on the Regular meetings page in MatchLytics-Management, where team leaders record the conversations. The reports show only statuses and appointments, no notes.

Functions

Refresh

The MatchLytics Usage report is a stored evaluation. The system calculates it for each team from the motivation profiles (MatchLytics-Management and MatchLytics-Assessment), the team analyses, weekly checks and Team Barometers in MatchLytics-Management and the picked-up course completions of the Academy. It calculates the report every night; with Refresh you get today’s status right away. The evaluation changes no data of the apps and sends no emails.

1. In the MatchLytics Usage tab, click Refresh (circular arrow) above the table on the right.
2. The calculation runs in the background. While it runs, the text “The report is being computed …” appears above the table. The table updates by itself as soon as the result is available.
3. Afterwards “As of: …” shows the date of the calculation.

If an evaluation is already running, for example the nightly one, the app shows “A refresh is already running.” If the refresh fails, it shows “The report could not be refreshed.” As long as no report exists, the table shows “No report has been calculated yet.” New course completions only appear after the daily pickup, see Academy and mandatory courses.

The MatchLytics Meetings tab has no calculation in the background: the report is calculated anew every time you open it. Refresh reloads it.

Show and hide columns

The report shows many figures side by side. With the selection you hide columns you do not need right now and keep the table clear. Hiding only changes the display, not the calculated values.

Use the selection list above the table (All columns visible, or “n column(s) visible” when columns are hidden) to choose the columns you want to see.

Export CSV

With the CSV export you pass the figures of the report on to a spreadsheet or an evaluation outside the Controlboard. The file contains the status the table shows (“As of: …”) and starts no new refresh. It always contains all teams and all columns, even if you hid columns or filtered by team or lead.

Click Download CSV (download icon) above the table on the right. The browser downloads the file matchlytics-usage-report.csv (MatchLytics Usage tab) or matchlytics-meetings-report.csv (MatchLytics Meetings tab). The file is UTF-8 encoded, so Excel displays umlauts correctly.

• Usage: userGroupName, ownerUserName, memberCount, profileCount, teamAnalysisCreatedAt, academy_completed, academy_required, plus sf_<week> and barometer_<week> for each calendar week.
• Meetings: userGroupName, ownerUserName, memberCount, plus meetings_<type>_current, meetings_<type>_required, meetings_<type>_due, meetings_<type>_overdue and meetings_<type>_planned for each conversation type.

The download changes nothing in the system and sends no email.

Show members

A figure like “3 / 5” does not say who is missing. The group icon opens a side panel with the members behind the figure, so that you know whom to contact. In the MatchLytics Usage tab, names and statuses come from the same evaluation as the figure; in the MatchLytics Meetings tab they come from the evaluation that was calculated afresh when you opened the tab. The side panel only displays, it changes nothing and sends nothing.

The icon appears in the columns Member Profiles, SituationFit and Academy of the MatchLytics Usage tab and in every conversation type of the MatchLytics Meetings tab.

1. Click the group icon (tooltip Show members).
2. The side panel shows the team name as the title and the figure as the subtitle.
3. Close the side panel with the close icon (X).

1. Team name – The title of the side panel names the team of the row you clicked. With the close icon (X) you return to the table.
2. Subtitle, for example “Academy · 3 / 5 certified” – It names the figure and the same value as the cell. In the example, 3 of 5 active members have completed all mandatory courses.
3. Member with the status “certified” or “open” – Shows for each active member whether they have completed all mandatory courses or still have courses open. Open members come first, within the groups the members are sorted by name.
4. Progress, for example “2 of 4 mandatory courses completed” – For open members, this line shows below how many mandatory courses are already completed. The information comes from the status named by “As of: …”.

For each figure the side panel shows:

Figure	Display per member
Member Profiles	“Has profile” or “No profile”
SituationFit	Table with the three calendar weeks of the cell, ✓ or – per week
Academy	“certified” or “open”; for “open” additionally “k of m mandatory courses completed”
Conversation type (MatchLytics Meetings tab)	Status (Current, Due, Overdue, Planned, Never held) and below it, where available, “last held …”, “due from …” or “appointment …”

For conversation types, the overdue members come first, then the due ones. Special cases:

• Members without a stored name are not listed. A note such as “2 members without a name not listed” gives their number; if nobody is listed, the panel shows “No members”.
• Teams without members have no group icon; in the MatchLytics Meetings tab it is also missing for conversation types for which no member has a regular meeting (n = 0). In the Academy column the icon is also missing while it shows “–”.
• If the icon is disabled in the MatchLytics Usage tab (“Available after the next calculation”), the row was calculated before the member list was introduced. Click Refresh to calculate the details immediately.

Remind the team leader

If something is missing in a team, you remind the team leader by email instead of writing yourself. The recipient is the team leader as entered under Company › Teams. The placeholder {LINK} of the email leads in MatchLytics-Management to the page Team › Employee (missing profiles) or Team › Team Analysis. Only administrators can trigger these reminders.

The envelope icon has the tooltips Remind team lead about missing profiles (column Member Profiles) and Remind team lead about missing team analysis (column Team Analysis). It only appears where something is missing.

1. Click the envelope icon. The dialog Remind team lead about missing profiles or Remind team lead about missing team analysis opens.
2. In the field E-mail template, select the template of the reminder. A template whose name contains “Standard” is preselected, otherwise the first one in the list.
3. Click Send reminder. The app confirms with “The reminder was sent.”

1. Team and lead, “Team: … · Lead: …” – Names the team and the team leader to whom the email goes. You cannot change the recipient in the dialog.
2. Members without a profile – Lists the members who had no motivation profile at the last status of the report. The section only exists in the dialog about missing profiles.
3. E-mail template – Selects the template used to write the email. The selection shows name and language of the template, and the language of the selected template determines the language of the email.
4. Buttons Cancel and Send reminder – Cancel closes the dialog without sending anything. Send reminder sends the email to the team leader.

The email cannot be taken back. The envelope icon stays in the table until the profile or the team analysis exists and the report has been calculated again afterwards. In addition:

• The templates come from E-Mails › Templates, matching the action “Reminder email to the team lead about missing profiles” or “Reminder email for team analysis” (see Emails and templates). If none is set up, the system sends the default email.
• Send reminder is disabled while the templates load or if they could not be loaded, and while the email is being sent.
• If the team has no team leader (any more), the app reports “This team has no lead to remind.” Set a team leader under Company › Teams.
• If the team’s state has changed in the meantime, the app reports “This reminder no longer matches the team’s current state; the table will refresh.”

Reminder for regular meetings

The MatchLytics Meetings tab shows the status of the regular meetings but triggers no emails, so it has no envelope icon. Team leaders are instead reminded of due conversations by time-controlled workflows, one per conversation type. Administrators decide under Settings › Workflows whether and when this happens, together with the email template; the link in the info notice above the table leads there.

Which workflows exist and whom they reach is described on the page Workflows. How team leaders record the conversations is described on the page Regular meetings.

Notes

Use sense.AI.tion products

If you would like to use products, tools and/or services from sense.AI.tion GmbH, you will find the necessary information on prices, demo access and downloads at sense.AI.tion