Understanding TeamWins Analytics Issues
When your TeamWins reporting doesn't match your expectations, it's usually due to data freshness, filter settings, or timing misalignments. This guide helps you quickly diagnose and resolve the most common analytics discrepancies.
Common Reporting Issues
Data Freshness and Update Timing
How TeamWins Updates Data:
- Real-time events: Contributions, point awards, perk claims
- Aggregated metrics: Updated every 5-10 minutes
- Complex analytics: Refreshed every 15-30 minutes
- ROI calculations: Updated hourly for accuracy
Why Delays Happen:
- Volume processing: High activity periods may cause slight delays
- Cross-system sync: Integration with external platforms takes time
- Calculation complexity: Advanced metrics require more processing
- Cache optimization: Some data cached for performance
Date Range and Filter Problems
Most Common Filter Issues:
Wrong Date Range: `` ❌ Problem: Looking at "Last 7 days" but expecting month-to-date results ✅ Solution: Adjust date range to match your reporting period ``
Timezone Misalignment: `` ❌ Problem: Your timezone differs from workspace timezone setting ✅ Solution: Check Settings → Workspace → Timezone configuration ``
Category Filters: `` ❌ Problem: Sales filter applied but looking for marketing results ✅ Solution: Clear filters or select "All Categories" ``
User Scope Filters: `` ❌ Problem: "My Activity" selected but expecting team-wide data ✅ Solution: Switch to "All Team Members" view ``
Step-by-Step Troubleshooting
1. Verify Your Filters
Check Date Range: 1. Look at date picker in top-right of analytics page 2. Confirm start and end dates match your intended period 3. Consider timezone - dates are in workspace timezone 4. Try "All Time" to see if data exists in different periods
Review Category Filters: 1. Check category dropdown (Sales, Marketing, HR, All) 2. Verify user scope (My Activity vs. All Team Members) 3. Clear all filters and reapply one at a time 4. Test with known data - look for contributions you know exist
2. Check Data Freshness
Recent Activity Test: 1. Note current time and timezone 2. Look for very recent contributions (last 1-2 hours) 3. Check if they appear in real-time activity feed 4. Wait 5-10 minutes and refresh if recent data is missing
Export vs. Dashboard Comparison: 1. Export raw data for the same period 2. Compare totals between export and dashboard 3. Look for discrepancies in specific metrics 4. Contact support if major differences persist
3. Validate Expected vs. Actual Results
Cross-Reference with Known Events: `` Known: 5 meetings booked this week Dashboard shows: 3 meetings booked Check: Are 2 meetings still pending approval? ``
Approval Status Check: 1. Go to Admin → Approvals queue 2. Look for pending outcomes that haven't been approved yet 3. Process any backlog to update metrics 4. Refresh analytics after approvals are complete
4. System Health Verification
Check for System Issues: 1. Visit TeamWins status page (if available) 2. Try different browsers to rule out local issues 3. Clear browser cache and cookies 4. Test from different devices (mobile vs. desktop)
Integration Health:
- CRM sync status - are sales outcomes being tracked properly?
- Social media APIs - are impression counts updating?
- Email systems - are notification metrics accurate?
Specific Metric Troubleshooting
Points and Contributions
Points Don't Match Expectations: ``` Common Causes: • Pending approvals haven't been processed • Point rules changed mid-period • User eligibility issues • Duplicate contribution prevention
Troubleshooting Steps: 1. Check approval queue for pending items 2. Verify point rules in Assist configuration 3. Confirm user is active member of workspace 4. Look for system messages about duplicate prevention ```
Contribution Counts Seem Low: ``` Common Causes: • Date range doesn't include expected activity • Category filters excluding relevant contributions • Contributions submitted but not yet approved • Users submitting outside the platform
Troubleshooting Steps: 1. Expand date range to include all relevant activity 2. Clear category and user filters 3. Check pending approvals in reviewer queue 4. Verify contributors are using TeamWins platform ```
Business Outcomes
Missing Sales Results: ``` Common Causes: • Meetings booked but not yet marked as outcomes • CRM integration delays or sync issues • Reviewers haven't approved claimed outcomes • Contributors forgot to claim outcome points
Troubleshooting Steps: 1. Check with sales team about actual meeting results 2. Verify CRM integration is working properly 3. Process any pending sales outcome approvals 4. Remind team to claim outcome points when results occur ```
Marketing Metrics Discrepancies: ``` Common Causes: • Social media API rate limits or delays • Impression counting methodology differences • Platform-specific tracking limitations • Time zone differences in platform reporting
Troubleshooting Steps: 1. Compare with native platform analytics (LinkedIn, Twitter) 2. Account for 24-48 hour delays in social media APIs 3. Verify tracking pixel implementation if using custom links 4. Check if platform API access is still authorized ```
HR Outcome Tracking Issues: ``` Common Causes: • Hiring process timing - outcomes occur weeks after referrals • ATS integration not capturing TeamWins source attribution • Manual outcome entry required but not completed • Candidate withdrew or process stalled
Troubleshooting Steps: 1. Check hiring pipeline timing - outcomes often delayed 2. Verify ATS is properly attributing referral sources 3. Manually enter known outcomes if auto-tracking failed 4. Follow up with hiring managers on candidate status ```
Advanced Diagnostics
Data Export Analysis
Export Raw Data for Investigation: 1. Go to Admin → Exports 2. Download contributions data for the relevant period 3. Download points ledger to see all point transactions 4. Compare export totals with dashboard metrics
What to Look For:
- Missing contributions that should be in the data
- Point awards without corresponding contributions
- Duplicate entries that might be skewing totals
- Timestamp discrepancies indicating timezone issues
Cross-System Validation
CRM Verification (Sales): 1. Export meeting data from your CRM for the same period 2. Match meeting records with TeamWins contribution data 3. Identify missing attributions where meetings exist but aren't tracked 4. Update attribution manually if necessary
Social Media Verification (Marketing): 1. Check native analytics on LinkedIn, Twitter, Facebook 2. Compare impression counts with TeamWins data 3. Account for timing differences (24-48 hour delays common) 4. Verify tracking links are working properly
ATS Verification (HR): 1. Review candidate sources in your applicant tracking system 2. Look for TeamWins attribution in referral source fields 3. Cross-reference hire dates with outcome approvals 4. Update source attribution if missing
Prevention and Best Practices
Regular Data Health Checks
Weekly Review Routine: 1. Compare dashboard metrics with known business activity 2. Process approval queues promptly to keep data current 3. Verify integration health for connected systems 4. Document any discrepancies for pattern identification
Monthly Deep Dive: 1. Export and analyze detailed contribution and outcome data 2. Cross-reference with CRM, social media, and ATS systems 3. Identify trending issues that need systematic fixes 4. Update processes to prevent recurring problems
System Configuration Optimization
Improve Data Accuracy:
- Set up proper integrations with CRM, ATS, and social platforms
- Train reviewers on timely outcome approval processes
- Create standard procedures for outcome verification
- Implement data validation rules where possible
Optimize Reporting Workflows:
- Standardize date ranges for consistent period-over-period comparison
- Create saved filter sets for common reporting needs
- Set up automated exports for regular reporting cycles
- Document reporting procedures for team consistency
When to Contact Support
Self-Service Troubleshooting Exhausted
You've tried everything above and:
- Data discrepancies persist after 24 hours
- Multiple team members report the same issues
- Integration systems show errors or disconnections
- Export data doesn't match any known business activity
Escalation Information to Provide
Include This Information: 1. Specific metrics that look incorrect 2. Expected vs. actual values with exact numbers 3. Date ranges and filters you're using 4. Screenshots of the discrepancies 5. Cross-system data (CRM exports, social analytics, etc.) 6. Timeline of when the issue first appeared
Response Time Expectations
Support Response:
- Critical issues (system down, major data loss): 2-4 hours
- Data discrepancies (reporting problems): 4-8 hours
- General questions (how-to, best practices): 8-24 hours
- Feature requests (enhancements, new capabilities): 1-3 business days
Advanced Analytics Validation
Statistical Sanity Checks
Reasonable Conversion Rates: `` Sales Intros → Meetings: 15-25% typical Marketing Shares → Engagement: 5-15% typical HR Referrals → Hires: 10-30% typical ``
If Your Rates Are:
- Much higher: Verify outcome definitions and approval criteria
- Much lower: Check targeting, message quality, and timing
- Wildly variable: Look for data quality or process issues
Trend Analysis
Month-over-Month Patterns:
- Steady growth: Healthy program development
- Sudden spikes: Check for data errors or one-time events
- Dramatic drops: Investigate system issues or program changes
- Seasonal patterns: Normal for many business cycles
Correlation Checks:
- Contributions vs. outcomes: Should show positive correlation
- Point awards vs. business value: Verify ROI calculations
- Team size vs. activity: Larger teams should show more activity
- Assist launches vs. participation: New Assists should drive engagement
Most reporting issues resolve quickly once you understand the data update timing and filter settings. When in doubt, start with the simplest explanation—date ranges and filters—before assuming system problems.
