KPI Tracking & Real-Time Data

KPI Tracking & Real-Time Data

NexusRMS provides a real-time KPI system that keeps your operational metrics current throughout the day. KPI widgets are displayed on your dashboard and update automatically via WebSocket connections, ensuring you always see the latest figures without manually refreshing.

Revenue KPIs

Track financial performance across multiple time horizons:

• Today — revenue received today with comparison to the same day last week
• This Week — running weekly total with trend arrow and growth percentage
• This Month — month-to-date revenue with percentage change versus last month
• Year-to-Date — cumulative annual revenue with year-over-year growth chip

Each revenue KPI displays a trend arrow (up or down) and a colour-coded growth percentage chip — green for positive growth, red for decline. The comparison period updates automatically at the start of each new day, week, month, and year.

Project KPIs

Monitor your project pipeline in real time:

• Active — total projects currently in progress or confirmed
• In Quote Stage — projects awaiting client approval
• Confirmed — approved projects not yet started
• In Progress — projects currently being delivered on site
• Completed Today — projects finished during the current day

The Active count combines confirmed and in-progress projects, giving you an immediate sense of current operational load.

Equipment KPIs

Keep track of your inventory status at a glance:

• Utilisation Rate (%) — percentage of total equipment currently allocated to projects
• Available — count of items ready for booking
• Reserved — items allocated to upcoming projects but not yet dispatched
• Checked Out — items currently on site with crew or in transit
• In Repair — items undergoing maintenance or awaiting parts

The utilisation rate is calculated as (Reserved + Checked Out) ÷ Total Inventory × 100. A healthy utilisation target is typically between 60% and 80%.

Invoice KPIs

Track your accounts receivable position:

• Outstanding Total — sum of all unpaid invoices currently within their payment terms
• Overdue Count — number of invoices that have passed their due date
• Paid Today — total value of payments received during the current day

The overdue count is highlighted in red when it exceeds zero, drawing immediate attention to collection issues.

Crew KPIs

Monitor workforce activity throughout the day:

• On Site — number of crew members currently clocked in at a project location via GPS-verified time clock
• Hours Today — total crew hours logged for the current day across all projects

These metrics update each time a crew member clocks in or out, providing a live view of your workforce deployment.

Real-Time Updates

KPI data is delivered via WebSocket connections for instant updates. When a new invoice is paid, a project status changes, or equipment is checked out, your KPI widgets reflect the change immediately without requiring a page refresh.

If the WebSocket connection is unavailable — for example, due to network issues or firewall restrictions — the system automatically falls back to polling every 30 seconds. This ensures KPI data remains reasonably current even when real-time connections cannot be established.

Data Staleness Detection

If KPI data has not been refreshed for more than 2 minutes, the system flags it as potentially stale. A blue info alert appears at the top of the KPI section, displaying a wifi icon and a message indicating that the connection may be interrupted. This helps you distinguish between genuinely current data and data that may be outdated.

Once the connection is restored — whether via WebSocket reconnection or successful polling — the staleness warning clears automatically and all KPI values refresh.

Connection Status Indicator

A small status indicator in the KPI section header displays the current connection state:

• Green dot — WebSocket connected, data is live and updating in real time
• Orange dot — using polling fallback, data updates every 30 seconds
• Red dot — connection lost, data may be stale and is not updating

KPI Widget Display

Each KPI widget on the dashboard is a colour-coded card showing:

• The metric value prominently displayed in the centre
• A trend arrow indicating direction of change (up or down)
• A percentage change chip comparing to the previous period
• The metric label at the top of the card

Cards are grouped by category — Revenue, Projects, Equipment, Invoices, and Crew — and can be rearranged via the dashboard layout editor. Drag and drop cards to customise the order that suits your workflow.

Alert Thresholds

Configure custom alerts when KPIs breach defined limits. Navigate to Settings › Analytics › Alert Thresholds to set up alerts:

1. Select the KPI Metric to monitor from the dropdown (e.g., Equipment Utilisation, Outstanding Invoices)
2. Set the Threshold Percentage — the value at which an alert triggers (e.g., utilisation drops below 50%)
3. Choose the Check Frequency: hourly, daily, or weekly evaluation
4. Select notification recipients and delivery method: in-app notification, email, or both

When a threshold is breached, the KPI card border changes to red and a notification is sent to the configured recipients. The alert remains active until the metric returns within acceptable bounds, at which point a recovery notification is sent.