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How to use the Analytics

Gmelius Updated by Gmelius

Gmelius lets you generate different types of reports to better understand your team's performance within a specific workspace(s), monitor the status of each project, and easily hit your company goals. 

Team Analytics is available across all plans with some limitations as detailed on our pricing page.

Analytics can be accessed by users with the following roles:

  • Super Admin
  • Admin
  • Company Analytics Manager
  • Team Manager
  • Team Analytics Manager
On the Pro plan, Super Admins and Admins can also create custom roles with permission to access analytics. Learn more about roles and permissions here.

To access team analytics head to 👉 gmelius.io/analytics

The analytics are composed of the following:

Filters

Filters allow you to select workspace(s), set a period of time, and filter reports for the specific tag(s).

New Conversations tab

The New conversations tab lets you analyze the load of new emails and activities in the selected workspace(s).

By conversation, we mean an email thread. Gmail groups email replies together into conversations, i.e., when people reply to an email - with the newest email at the bottom. A conversation can be broken into a new one when its subject line changes, or when the conversation goes beyond 100 emails.

Inside the New conversations tab, you can see:

  1. Active conversations - the total number of conversations that had any of the following interactions:
  • A new conversation, new message, or reply was added
  • Change of assignee
  • Status update to Open, Pending, or Closed
  • A note is added, removed, or updated
  • A shared label is added or removed
  • Other actions such as the prevention of sharing
  1. New conversations - the total number of shared conversations within the selected timeframe

    The counting starts when the conversation is shared within the selected workspace(s) and it can only happen once for a conversation.
  2. Conversations per day - the average number of new conversations per day
  3. Total messages - the number of messages received within all shared conversations that are part of the selected workspace(s) during the selected period of time

    For example, we have a selected period between the 8th and 15th of June. A conversation is received on the 1st of June, and a new message is added on the 10th of June. This new message will be counted in total messages as it's part of the selected period.
Click View next to Active, Total or New conversations to see the details of those conversations.
  1. Busiest day - a day of the week when (on average) most of the new conversations have been received
  2. Busiest time - an hour of the day when (on average) most of the new conversations have been received
  3. You can also organize the graph for new conversations per day, week, or month
    If you are on the Pro plan, you can also export the data in CSV format.

Team tab

The Team tab gives you the statistics about each team member and includes the number of email conversations closed, the number of emails a user assigned, the number he/she was assigned, and the average time to close.

Inside the Team tab, you can see:

  1. Assigned conversations - the total number of assigned conversations during the selected period of time, regardless of the current status of an assigned conversation (All statuses are taken into the account: Open, Pending, and Closed)
  2. Assigned per teammate - the average number of assigned conversations per team member within the selected workspaces
  3. Closed per teammate - the average number of closed conversations per team member
  4. Number of replies per user
  5. First reply time - the average time between a conversation is added to a workspace and the moment a team member replies to it
    Did you know that you can create SLA alerts to decrease the first reply time and time to close conversations? Check out this article to learn more.
  6. Number of conversations a specific user has assigned to others or themselves
  7. Number of conversations a specific user was assigned to by the others, themself, or an automation
    A conversation can be assigned to a teammate and then re-assigned to another teammate. In this case, the conversation will be counted for both team members in the Assigned to and/or Was assigned columns, depending on the teammates' actions.
  8. Closed - total number of Closed conversations by a specific team member
  9. Time to close - the average time it takes a specific user to change a conversation's status to Closed
    When you reply to an email conversation assigned to you, make sure to close it. This way, you will have an accurate average time to close. If you receive a reply to a closed conversation that was assigned to you, this conversation will automatically change its status to "Open" and will appear in your "Mine" folder.

Productivity tab

The Productivity tab gives your general statistics about the closed conversations in workspaces.

Inside the Productivity tab, you can see:

  1. Time to close - the average time it took members of the selected workspaces to close a conversation. This metric takes the time between the first sharing action and the moment when the conversation was closed

    For example, if a conversation is received on June 1st but is shared (added to a workspace) on June 3rd, then the time to close will be calculated using June 3rd as a reference.
  2. Closed conversations - total number of closed conversations during the selected period
    If a conversation was closed, then re-opened and closed again during the selected time period, it will be counted as closed only once.
  3. Closed per day - the average number of closed conversations per day during the selected time period
  4. First reply time - the average time between a conversation is added to a workspace and the moment a team member replies to it
  5. Most productive day - a day of the week when, on average, the number of closed conversations is higher than for all other week days
  6. Most productive time - a time of the day when, on average, the number of closed conversations is higher than for all other hours
  7. Using the graph at the bottom of the Productivity tab, you can also analyze
  • Closed conversations
  • Time to close (in hours)
  • Number of replies
  • Number of first replies
  • First reply time (in hours)

Tags tab

The Tags tab gives you a detailed overview of the tags' usage.

It includes:

  1. The total number of times a tag was applied
  2. The first reply time - the average time between a conversation is added to a workspace and the moment a team member replies to it
  3. The number of assigned conversations per tag
  4. The number of closed conversations per tag
  5. Time to close - The average time needed to close conversations marked with a specific tag

Business hours

If you are on the Pro plan, you can add business hours for data to be calculated accordingly.

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