Table of Contents
Purpose
The [STFF-106] Staff Client Hours Tracked report delivers time-tracking data from Notes and Services, offering program management a clear overview of client hours logged by staff. The report tables break down information by Staff, Program, and Client levels, enabling a comprehensive review of staff activity and time spent, whether for program-linked or standalone Notes/Services.
Running the Report
All users can run the report. There are restrictions on which information can be accessed based on the user's access rights.
Report Location
This report can be found in the following location in the Report Library:
- Agency Management > [STFF-106] Staff Client Hours Tracked
Parameters
The following prompts are required to run the report.
|
Parameter |
Description |
|
Type of Hours Tracked |
Select the type of hours tracked to include:
|
|
Note Type |
Select the note type to include:
Note: This parameter is conditional and will only appear when Notes is included in your selection for Type of Hours Tracked. |
|
Service Type |
Select the service type to include:
Note: This parameter is conditional and will only appear when Services is included in your selection for Type of Hours Tracked. |
|
Project Type(s) |
Select which project type(s) to include. Select All, Single Select, or Multi-Select (Hold CTRL/CMD or SHIFT to select multiple options sequentially.) Note: This parameter is conditional and will only appear when Program Level is included in your selection for Note/Service Type. |
|
Program Status |
Select which program status to include:
Only active programs will be displayed in the list; however, if you select All Programs, it will include any project (active or inactive). Note: This parameter is conditional and will only appear when Program Level is included in your selection for Note/Service Type. |
|
Program(s) |
Select which program(s) to include. Select All, Single Select, or Multi-Select (Hold CTRL/CMD or SHIFT to select multiple options sequentially.) Note: This parameter is conditional and will only appear when Program Level is included in your selection for Note/Service Type. |
|
Staff Status(-es) |
Select which staff status to include:
Select All, Single Select, or Multi-Select (Hold CTRL/CMD or SHIFT to select multiple options sequentially.) |
|
Staff |
Select which staff to include. Select All, Single Select, or Multi-Select (Hold CTRL/CMD or SHIFT to select multiple options sequentially.) Note: Staff member options are limited to the agency running the report. Additionally, asterisks are utilized to denote inactive (*) and deleted (**) staff. These characters are used throughout the report as references for the users analyzing it. |
|
Report Date Range |
Specify the report start and end date. |
|
Report Output Format |
Select Web Page, PDF, or Excel. |
Report Details
The report layout includes three tables - Staff Information, Program Level Information, and Client Level Information. The Program Level and Client Level Information tables are dynamic based on selections on the Note/Service Type prompts.
Staff Information
The Staff Information table displays a list of staff based on the selected parameters. Data returned includes Staff ID, Staff Name, Staff Status, and Total Hours Tracked. Staff ID is linked to the Staff Profile page. In the Staff Name column, asterisks indicate statuses: (*) for inactive and (**) for deleted staff. Total Hours Tracked is the sum of the entered time spent for the selected Notes and Services.
Program Level Information
The Program Level Information table organizes data by program. It displays the number of staff, notes, and services, as well as the total hours tracked for notes and services associated with active enrollments within the specified report date range.
Note: If a Service is linked to more than one of the selected programs, its hours will display under each linked program in this table and its drilldowns, but are counted only once in the report's totals. These entries are marked with three asterisks (***).
Client Level Information
The Client Level Information table returns the number of staff, notes, and services, as well as the total hours tracked for notes and services provided at the Client Level.
Drilldown Functionality
The Web Page Report Output Format was built with drilldown functionality. The drilldown tables include linking fields and drilldown tables.
Linking Fields
The following linking fields are available:
- Staff ID links to the Staff Profile page.
- Unique ID links to the Client Profile screen.
- Case Note Title/Service Name links to the related Note/Service screen.
Drilldown Tables
Drilldown tables are available for Total Hours Tracked, # of Notes, # of Services, and # of Staff.
Total Hours Tracked, # of Notes, and # of Services
The Total Hours Tracked, # of Notes, and # of Services drilldown reports are available within the main table shell. These returned tables have slight differences depending on where the drill was selected in the main table (i.e., Staff Information has subtotals for each client, whereas Program/Client Level Information contains subtotals by staff).
The values are drillable, returning a List of Clients table including Unique ID, Program Name (a dash is returned when the Note/Service is provided at the Client Level), Date, Case Note Title/Service Name:Service Item Name, Hours Tracked, and a Subtotal of Hours Spent by Staff with a slightly adjusted version when Total Hours Tracked is selected in the Staff Information Table (excludes Staff Name in the table, available within drill down report header).
Linking Fields are available in the Total Hours Tracked drilldown as follows:
- Staff Name links to the Staff Profile page.
- Unique ID links to the Client Profile Screen.
- Case Note Title/Service Name links to the associated Note or Service.
Note: If a Service is linked to more than one of the selected programs, its hours will display under each linked program in its drilldowns, but are counted only once in the report's totals. These entries are marked with three asterisks (***).
# of Staff
The # of Staff value is drillable and returns a table with Staff Name, # of Notes, # of Services, and Total Hours Tracked. In the Staff Name column, asterisks indicate statuses: 1 asterisk (*) for inactive and 2 asterisks (**) for deleted staff. Total Hours Tracked is the sum of the entered time spent for the selected Notes and Services. Staff Name is linked to the Staff Profile page.
Note: For Program Level Information drilldown tables, when Program Notes are disabled at Program Setup, linking to Notes may be unavailable and could result in an error message. If this occurs, review the Client History Record to locate the corresponding Note.
Updated: 09/22/2026