Understanding Team Focus Reports

Team Focus reports help teams understand how work time is spent across the organization.

Reports can be viewed for the whole organization, by team, or by individual. They show high-level trends, category totals, key tools, and time summaries.

Reports are designed to help answer questions like: How much time did the team log today? Which categories or tools take up the most time? When does the team tend to be most active? How do patterns differ between teams?

Summary

The Summary view is the best starting point. It gives a high-level snapshot of how the organization or a specific team is spending time. At the top, you'll see the total hours logged for the selected period, followed by:

• A daily activity chart showing when activity peaks and drops across the day
• Top categories — the highest-time activity categories ranked by percentage
• Top tools — the most-used apps and websites, including how many people used each and what percentage of total time they represent

Below the top-level summary, Daily Patterns shows a timeline view of how each category was used across the day. This makes it easy to spot when the team tends to be in focus mode, in meetings, or switching between different types of work.

Key Tools

The Key Tools report shows time spent in the specific apps and websites your organization has chosen to track. This is separate from the general activity data. Key tools are selected intentionally by the team to surface the tools that matter most to your workflow.

The bar chart at the top ranks tools by total time. You can switch between views by rank, by hour, and by hourly patterns, and adjust the time window using the During dropdown (e.g., 24x7, work hours only). You can also filter by Teams or User using the Filter by control.

Below the chart, the Key tool details table lists each tool by rank, showing total time, percentage of all time, and a mini timeline of when that tool was used throughout the day. An Export button at the top of the table lets you download the full list.

Categories

The Categories report shows time grouped into top-level activity categories. This helps you understand broad patterns without needing to inspect individual apps or websites. Categories you might see include:

• Software Development
• Focus Work
• Business
• Communication & Scheduling
• Reference & Learning
• Design & Composition
• Utilities
• Uncategorized

The bar chart ranks categories by total time, and hovering over a bar shows the exact hours. Like Key Tools, you can switch between by rank, by hour, and hourly patterns views, adjust the time window, and use the Export button to download the data.

Filtering reports

All three report views share the same Filter by control at the top of the page. By default, reports show data for the entire organization, but you can narrow them down to a specific team or individual.

Filter by Teams

Select Teams from the Filter by dropdown, then use Select teams to choose one or more teams. You can select all, deselect all, or filter by name to find a specific team quickly.

Filter by User

Select User from the Filter by dropdown, then use Select user to choose an individual. The dropdown shows names and emails and includes a search field to find someone quickly. Reports filtered by user show high-level summaries only, not the member's full personal activity history.

What owners and admins can see

Exporting report data

The Key Tools and Categories reports both include an Export button. Use it when you need to review data outside RescueTime or share a summary with others.

Before exporting, make sure you've set:

• The correct date range using the date picker in the top right
• The right Filter by selection: organization, team, or user
• The correct report view (Key Tools vs Categories)
• The view time setting (by rank, by hour, or hourly patterns) if it affects the data you need

Tips for using team reports well

• Start with the Summary before going deeper; it gives you the fastest read on overall patterns.
• Use Key Tools to understand which specific tools are driving time, and whether usage aligns with what your team actually needs.
• Use Categories to spot broad trends. A high percentage of Uncategorized time may mean some activities need to be categorized.
• Compare teams carefully. Different roles have very different work patterns. A high amount of Communication time may be normal for one team and a red flag for another.
• Use the date picker to compare different time periods. Looking at this week vs. last week can reveal trends that a single day won't show.
• Use reports as a conversation starter, not a scoreboard. The goal is to surface patterns, not to judge individuals.