Numbers track KPI's relevant to your team and business. They are a great way to measure your businesses success and take action to improve execution.
There are two key ways to make Numbers in Workfacta. In this article, you'll learn how to create Numbers:
With the support of Max AI (recommended), and
Manually
Creating a Number with Max AI saves time and helps you generate meaningful KPIs based on your business context and objectives, making it easier to track what truly matters.
You may wish to create a Number manually when you already know what the KPI is and wish to enter it into Workfacta without the help of Max AI.
Assigning Ownership
To assign a Number to a team member, you first need to ensure that, either the Owner or the Updater of the Number has access to this team. The Owner or the Updater must be invited and added to the team, otherwise, you can't see their name in the drop-down list when creating the Numbers. You can check this by going to Setup → Teams, selecting the team, and confirming the user has been added as a member.
How to define the Number
Coming up with the Number/ KPI you want to create is the first step. This can be done with or without Max AI.
With Max AI
Step 1 - Open Max AI Numbers
Click the blue '+ Create' button at the top of your Home screen. From the dropdown menu, click the Max AI icon next to 'Numbers'.
Alternatively, go to Quarterly planning > Numbers and click Ask Max AI next to the 'Setup Number' button.
Step 2 - Tell Max AI what you want to track
In the prompt box, type the area of the business you want to measure or improve. Max AI understands your business context and will generate relevant KPI suggestions.
Optional - Upload a document for Max AI to analyse if you want KPIs based on existing plans, reports, or strategies.
Step 3 - Apply a Suggested Number
Review the suggested Number/ KPI and select the one you’d like to create.
You can add multiple Numbers, but you'll need to complete setup for each one before applying the next.
Manually (Without Max AI)
Step 1 - Open Numbers
Click the blue '+ Create' button at the top of your Home screen. From the dropdown menu, click 'Numbers'.
Alternatively, go to Quarterly planning > Numbers and click the blue Setup Number button.
Step 2 - Add Number Description
Type the description for the number (ie weekly sales) into the empty field.
How to add Number Details
Once you have applied a Max AI suggested Number or created your own manual Number, you then need to add the other basic details.
Team: Who owns this Number?
Quarter: When does it apply?
Number Type: Normal, percentage, or currency.
Target: What number do you want to achieve? For example, for weekly sales it could be $300k). Note, you don't have to set a target if you simply just want to track the Number.
Desired Result: Define whether you want to be above, below target or within a range. For a 'weekly sales' target, you may wish choose above target. For a 'weekly wastage' target you may choose below target.
Update Method & Ownership: Choose how updates happen and who reports on the Number (Owner).
Updater: Choose a team member who is responsible for updating the number.
Update Frequency: How often should this Number be updated (weekly, daily, quarterly)?
Then, there are five key ways to customise the Number further. Click the links below to review these customisation options in more detail.
"Set For Each Week": Tick Set for Each Week to set a different target for the Number for each week.
"Entering Running Totals?": Tick Enter Running Totals if you wish to report a "Total" or accumulated results when you update the Number.
"Recurring Number": Tick Recurring Number if you want the Number to be automatically created for the following quarter.
"Auto-Create Discussion": Tick Auto-Create Discussion if you want a Discussion to be created automatically when a Number is off-target or for weekly review.
"Require Note": Select Require Note if you want the Updater to provide an explanation or context of the result when they update the number. Choose from Require Note 1. When Off-Target, 2. Always or 3. Never.
See an example below:
Click Save to confirm.
Congratulations, you have created a new Number. The Number will now:
Appear on the updater’s weekly dashboard
Appear in Quarterly Planning > Numbers
Flow into meeting agendas automatically
Be reviewed as part of your accountability rhythm