Schedule Efficiency Report

How to measure scheduling efficiency by comparing estimated job durations to actual completion times and identifying scheduling gaps.

Written by Julian ParkUpdated over a month ago3 min readBeginner

What this guide covers

This guide explains the schedule efficiency report, which compares your estimated job durations to actual completion times. You will learn how to identify jobs that consistently run over or under their estimates and improve your scheduling accuracy.

Before you begin

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Efficiency is calculated by comparing the scheduled duration of each job to the actual time from clock-in to completion.

Step 1: Open the report

Navigate to /reporting.
Click the Schedule tab.
Select Efficiency.

Screenshot: The schedule efficiency report showing an accuracy score and a scatter plot comparing estimated duration (x-axis) to actual duration (y-axis) for each job.

Step 2: Read the efficiency score

The headline metric is the Scheduling Accuracy Score, expressed as a percentage. A score of 100% means your estimates perfectly match actual durations on average. Scores below 100% indicate jobs take longer than estimated; scores above 100% mean jobs finish faster.

Step 3: Analyze the scatter plot

Each dot on the scatter plot represents a completed job. Dots on the diagonal line finished exactly on estimate. Dots above the line took longer; dots below finished early.

Animation: Hovering over a dot on the scatter plot to see the job name, estimated duration, actual duration, and the assigned team member.

Step 4: Filter by service type

Use the Service Type dropdown to see efficiency for specific types of work. This reveals which job categories you estimate accurately and which need adjustment.

Step 5: Improve your estimates

Jobs consistently over estimate -- reduce the default scheduled duration for that service type.
Jobs consistently under estimate -- increase the duration and add buffer time.
High variance -- some jobs of the same type are fast while others are slow. Consider whether the scope varies or if team member skill levels differ.

Tip: Accurate scheduling improves customer satisfaction, reduces overtime, and maximizes the number of jobs you can fit in a day.

Best practices

Review monthly. A monthly review gives you enough data points to spot patterns without overreacting to individual outliers.
Update default durations. When the data shows a consistent pattern, update the default duration in your pricebook.
Account for travel time. If jobs near each other finish on time but distant ones run late, the issue may be travel, not the job itself.

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