Analytics

To access your Analytics - please go to the Tools menu in top right corner of a board view - and open Analytics.
If you are an Enterprise plan user, you will also find a Time Report under Tools. Please watch the video to learn more about Kanban Tool metrics.

Kanban Tool provides advanced Kanban analytics and metrics in the form of:

Cumulative Flow diagram

It illustrates the process on a whole - by showing the distribution of work items in all process phases
(to do - doing - done).

You get to see in an instant how the team is performing. If things run smoothly, the horizontal bands, each color representing a different stage of the process, are staying regular - there are no sudden jumps or falls - with only the Tasks Done stripe growing.

The moment you notice a rise in the height of the In Progress band - this alarms of an issue - there are too many tasks, they’re too difficult for particular team members, the team needs more time, more manpower, or more information.

It’s the most insightful metric of all - the situation is clear without you even entering the office. Read more about Cumulative Flow diagram.

Lead & Cycle Time diagram

This is the metric to go for seeing the average time it takes for a task to get from the point of being placed on the board to getting completed, with comparison to the time the task was actually being worked on - hence Lead vs Cycle time.

What you gain, as a result, is information about the actual process throughput. For most businesses it’s a matter of great importance to keep the Lead Time is as short as possible, as this means the speed of the response to a customer’s need is good.

Read more about Lead & Cycle Time diagram.

Breakdown Chart

These simple pie charts offer information on the shares different values - conditions take within the process at a given moment. You can breakdown your board by:

• lane or card types
• user assignments
• priority
• task difficulty
• tags
• your own custom field

This analysis can be done for a whole board or for specific lanes or columns separately.

Time Tracking

The Time Report gives insight into the time usage of each team member or of an entire team. It informs on how much time the team had spent on each task. This report can be generated for all of your Kanban boards together, and it offers a summary and a detailed view. Read more about Time Tracking. Note: the Time Report is only available on the Enterprise service plan.

Process Automation

Furthermore, you can generate custom email reports. For example - you may set notifications for:

• when timers on tasks run for more than a set amount of time
• when time estimates exceed a given value
• when specific types of tasks are not updated for a few days
• when there are due dates approaching for specific task types, and many more.

To learn more, please visit process automation page.

These charts will show you various breakdowns of data gathered on the board.
Great, when looking for information on task distribution among the team, or information about task types, priorities, assignments, or size ratios within the workflow.

Analysis can be done for an entire board or particular swimlanes, columns, task types (colors) alone.

The time report is a metric closely connected to the time tracking feature since all information in it is based on the times your team members have logged in while working on their tasks.

The benefits of using it, are:

• gaining knowledge about how fast certain types of tasks can get done
  How? - by filtering by task type
• learning how much time the team spends on doing what specifically
  How? - by filtering by user
• finding out in what stage does the team spend most of the time - which process stage takes the longest
  How? - by grouping by stage

The time report is also an indispensable tool for work items, that need to be charged for based on the amount of time, that completing them took. Find out more details about using the report here.

Please note, that time tracking and reporting is only available in the Enterprise service plan.

The Lead and Cycle Time diagram of Kanban Tool can be used for measuring the average cycle time of tasks. To best understand it, simply take note of the heading that allows a choice of options for the graph - it says:

Show how long it takes chosen tasks with chosen parameters to get from chosen column on a Kanban board to another column within a set time frame.

Once you’ve chosen the parameters that interest you, a graph will be generated. You can click on the blue points to get more details about the tasks worked on in that period.
This will give you information about the time passed from the task’s creation to its completion: the cycle time.

It’s also possible to get more comprehensive information about the lead and cycle times. To do so, you simply need to change the values for chosen columns (“from” and “to”) - rather than seeing the time value for tasks to travel from “Backlog” to “Done”, you’d be checking the time they spend in between “Doing” and “Done”.

This is what gives you the information on the actual time spent on tasks (cycle time) which can be compared to the time tasks spent on the board in general (lead time), which is, in its core, information about your team and process throughput.

Learn more about the Lead and Cycle Time diagrams or What is the Lead Time in Your Process?

This graph presents the build-up of tasks on your board over time.
The horizontal line shows the time passed, while the vertical line indicates the number of tasks in different columns/workflow stages.
Each column is signaled by a different color.

Naturally, the bottom band, representing the rightmost column - which usually is for done work, will always be growing higher, for as long as completed work keeps building up.
That’s why the diagram usually takes shape of a rising slope.

What is more interesting, from an analytical point of view, are the top bands of the graph - those that represent the tasks in progress or waiting to be worked on.
Ideally, you should be looking for the team to achieve an evenly looking in progress band, as that would suggest work being completed at a constant pace.
As soon as you begin noticing that the in progress bar displays jumps, ditches, and general unevenness - that’s a sign, that work is not being completed, tasks get stuck and pile up in preceding columns as a result, with top bands getting wider.

The CFD is also a great tool for finding out when any extra help can be of use - if you notice that bands representing to do types of columns are getting wider, despite the doing bands progressing evenly - you may need to consider hiring extra team members to help with the workload.

Note, that you can switch particular bands of workflow stages on and off, by clicking their names at the bottom of the graph. Great for when you want to focus on particular workflow stages only:

You can also zoom in on a particular time frame by simply highlighting it with the mouse cursor.

To access a record of all changes made on a board, please go to Tools - Changelog.

The Changelog is the place to go to find what kinds of changes have been applied to the board, and by whom. This information can be displayed for chosen time-frames, limited by people making the changes and by the type of change.

You can be viewing all recorded changes, just the task moves, additions of comments only, or task changes alone.
Great if you need to know who suddenly shortened the due dates for all your tasks ;)

This is best done via the search option and filter box, both located in the top right corner of a board view. The always-open box is for filtering the current board view, and you can search through all boards by opening a search with the magnifying glass icon.

For filters, you can either type text into the filter field to look for specific items on the board, or you can use the built-in filters:

If you want your team to only be starting work on tasks, that they can finish within a given time, a good way to do it is by use of the Estimated Time field, and limiting the Work in Progress by these estimated values.

There is a specific WIP limit setting available for this purpose - it limits the number of tasks in the Working column by the amount of time, that has been estimated for these tasks.
So, if you have an 8-hours workday, and tasks on your boards have been estimated time-wise with the Estimated Time field, you can apply this setting to make sure you’re only getting started on as many tasks as you will be able to handle in these 8 hours.

To configure it, please make sure that you have the Estimated Time field enabled for your cards, this can be done from the board’s Settings - Card Template.
After that, simply go to your Board Editor and set the WIP limit to the needed number of estimated hours per lane.

You can learn more about the benefits of using the Estimated Time field here.

It’s not possible to reset analytics tracking.
You can, however, view only a particular segment of the graph, showing the period you are interested in.

If your heart is set on clearing all of the analytics data, you may want to consider cloning your board and moving on to using the clone instead of the original. When you clone a board, you have the possibility to copy all of its active (non-archived) tasks. However, the task history - including task comments, assignments and all of the analytics - will not be carried over to the duplicate.