Name: Tracker workbook layout
Creator: Roiva
License: https://roiva.ai/terms

Roiva's tracker template is an Excel workbook laid out the way Roiva holds an AI ROI record. Kept as it is laid out, it imports into a Roiva account later in one step. Its columns are explained inside the .xlsx, which an assistant's tools often can't open, so this page is the same layout as text: every sheet, every column in the order it appears, whether it is required, what it takes, and what it means.

Building a tracker that imports

If you are building a tracker to bring into Roiva later, use these sheet names and these headers exactly, in this order. Don't invent columns: the import finds each column by its header, and a sheet or a required column it can't find is a problem, or a refusal, in the review before anything is created. Starting from the template itself is the surest way, since a workbook that isn't one is refused.

Row 1 is the header row. Every row after it is a record. A row with nothing in it is skipped, and a column the template doesn't have is ignored.
Name an initiative by its title, the same way on every sheet as on the Initiatives sheet.
Write a month as 2026-03 and a day as 2026-03-15. A cell the spreadsheet holds as a date reads too.
Name people by email or full name, the same way every time. A person who isn't a member of the account is kept as the workbook names them, except on the Timings sheet, where a participant outside the account needs a label, such as Agent A, rather than an email.
Required is as the template marks it (on its Definitions sheet, and for the Initiatives sheet in the register template): the import needs the column's header on the sheet, and expects the cell filled on every row.
The Read me sheet says which template version it is, on line 2, as "Roiva tracker template, version 1". A workbook without that line, or from a version the import doesn't read, is refused.

What comes in, what doesn't, and how approvals are handled is in Importing a tracker workbook. The rules a tracker should keep, whatever it is built in, are in Building an AI ROI tracker yourself.

The sheets, in order

Every sheet the template has, left to right. The import reads the sheets marked Yes; it works out its own totals, so the last three are for the person keeping the workbook.

Sheet	Read by the import	What it holds
Read me	Its version line only	The rules a tracker keeps, how to keep it, and how to move it into Roiva. Line 2 says which template version this is: Roiva tracker template, version 1.
Initiatives	Yes	One row per initiative. Every other sheet names an initiative by the title you give it here.
Costs	Yes	One row per cost per month. Every cost counts, whether or not anyone approved it.
Metrics	Yes	One row per metric an initiative is measured by, with the baseline it is measured against.
Readings	Yes	One row per metric per month after the initiative started.
Assumptions	Yes	The rates and figures your formulas use. Add a row when one changes; never overwrite one. The rows are its history.
Formulas	Yes	How each value figure is worked out. A changed formula is a new row with a new version, never an edit.
Value entries	Yes	One row per initiative per month of value. Only approved rows count, and whoever prepared a row doesn't approve it.
Value inputs	Yes	Each input a value figure was worked out from, as it stood when the figure was made. One row per input.
Month close	Yes	Each time a month is closed or reopened. A closed month's figures don't change until someone reopens it and says why.
Time studies	Yes, if the workbook has it	One row per time study: one task, timed by the people who do it, with the AI and without it, over a window of days.
Timings	Yes, if the workbook has it	One row per task timed: the hands-on minutes one person spent on it, with the AI or without it. Never change a row; leave a wrong one out in Roiva, with a reason.
Summary	No	For each initiative on the Initiatives sheet: approved cash value, all cost, cash minus cost and cash ROI, with freed capacity beside them and never added. Live formulas over the sheets before it.
Checks	No	A count of the rows that break a rule, such as a value entry approved by the person who prepared it. Live formulas; keep every count at zero.
Definitions	No	Every column of the sheets from Costs to Timings, with what to put in it and the values it accepts: this page, inside the workbook. The Initiatives columns aren't on it; they are the register template's.

Initiatives

One row per initiative. Every other sheet names an initiative by the title you give it here. Its columns are the register template's, which the register import reads the same way. Only a title is needed: a row without one is skipped.

Col	Column	Required	Type or accepted values	What it means
A	Title	Yes	Text	Required. What the initiative is called. A row with no title is skipped.
B	Description	Optional	Text	A sentence or two on what it does.
C	Category	Optional	One of: Sales, Operations, Finance, Customer Support, HR, Marketing, Product, Engineering & IT, Supply Chain, Legal & Compliance, Other	The part of the business it serves. A category Roiva doesn't have is left blank, with what your sheet said shown beside the row.
D	Priority	Optional	One of: High, Medium, Low	High, Medium or Low. P1/P2/P3 and 1/2/3 read too. Blank becomes Medium.
E	Stage	Optional	One of: Identified, Reviewing, Implementing, Live, Paused, Completed, Rejected, Dismissed	Where it is in its lifecycle. Blank becomes Identified. Anything past Reviewing can be imported only by someone who could approve the initiative; for anyone else the row starts in Reviewing and its approvers decide.
F	Owner	Optional	Text	A teammate's email, or their full name as Roiva holds it. A name two teammates share matches neither. Someone who isn't a member yet is offered as an owner to invite when you review the import — nothing is assigned to a person who doesn't exist.
G	Hypothesis	Optional	Text	What you believe it will change, and by how much.
H	Department	Optional	Text	The team that runs it, in your own words.
I	Business Unit	Optional	Text	The division it rolls up to, in your own words.
J	Value Period	Optional	One of: annually, quarterly, monthly	monthly, quarterly or annually. This is the period the next three columns are per. Leave it blank and Roiva reads OpEx, cost savings and revenue uplift as annual figures — so a register of monthly numbers imports twelve times light.
K	CapEx ($)	Optional	US dollars, as a number	The one-time cost to build it: implementation, integration, and vendor or consultant fees.
L	OpEx ($)	Optional	US dollars, as a number	The recurring cost to run it, per Value Period: seats, subscriptions, tokens, hosting and maintenance.
M	Cost Savings ($)	Optional	US dollars, as a number	Cash a cost that falls is planned to save per Value Period: a bill, a vendor's price, a contract.
N	Cost Avoided ($)	Optional	US dollars, as a number	Cash per Value Period from a loss or a spend that would have hit the books and won't: write-offs, penalties, a quote no longer needed.
O	Freed Capacity ($)	Optional	US dollars, as a number	Hours the team is planned to get back per Value Period, priced at what they cost. Not cash, and in no planned ROI.
P	Revenue Uplift ($)	Optional	US dollars, as a number	Planned revenue increase per Value Period.
Q	Time to Value (Months)	Optional	A whole number	Months until the first meaningful value lands. Roiva measures the schedule against it.
R	ROI time horizon (years)	Optional	One of: 1, 2, 3, 5	How many years to calculate ROI across. Blank becomes 3.
S	Confidence Score	Optional	A whole number	How data-backed these estimates are, from 0 to 100.

Costs

One row per cost per month. Every cost counts, whether or not anyone approved it.

Col	Column	Required	Type or accepted values	What it means
A	Initiative	Yes	Text	The initiative's title, as on the Initiatives sheet.
B	Month	Yes	A month, as 2026-03	The month the cost belongs to, as 2026-03.
C	Cost type	Yes	One of: Software, Tokens, Implementation, Infrastructure, Data licensing, Consulting, Internal labor, Maintenance, Severance	Implementation is the one-time build. Severance is what closing a role cost, with no vendor, naming no one. The rest are what it costs to run.
D	Amount ($)	Yes	US dollars, as a number	In US dollars.
E	Vendor	Optional	Text	Who was paid.
F	Description	Optional	Text	What it was for.
G	Estimate?	Optional	One of: Yes, No	Yes when the figure is an estimate rather than an invoice or a statement.
H	Recorded by	Optional	Text: a member's email or full name, or a label for anyone else	Who entered it: an email or a full name.
I	Notes	Optional	Text	Anything an approver should know.

Metrics

One row per metric an initiative is measured by, with the baseline it is measured against.

Col	Column	Required	Type or accepted values	What it means
A	Initiative	Yes	Text	The initiative's title, as on the Initiatives sheet.
B	Metric key	Yes	Text	A short key you'll reuse on the Readings sheet, such as support.tickets.handle_minutes. Roiva's metric reference lists the keys its formulas read.
C	Unit	Optional	Text	What the number counts: minutes, tickets, dollars, percent.
D	Baseline	Yes	A number	The figure before the initiative started.
E	Baseline from	Yes	A month, as 2026-03	The first month the baseline covers, as 2025-10. From history or a time study, it ends before go-live.
F	Baseline to	Optional	A month, as 2026-03	The last month it covers; blank for one month.
G	How it was measured	Yes	One of: From history, Time study before go-live, Without-AI sample, Benchmark, Estimate	Keep an estimate labeled as an estimate.
H	Measurement notes	Optional	Text	Where the figure came from, so someone can repeat it.
I	Recorded by	Optional	Text: a member's email or full name, or a label for anyone else	Who measured or entered it.

Readings

One row per metric per month after the initiative started.

Col	Column	Required	Type or accepted values	What it means
A	Initiative	Yes	Text	The initiative's title.
B	Metric key	Yes	Text	As on the Metrics sheet.
C	Month	Yes	A month, as 2026-03	As 2026-03.
D	Value	Yes	A number	The month's figure.
E	Estimate?	Optional	One of: Yes, No	Yes when it is an estimate.
F	Source	Optional	Text	Where it came from: a report, an export, a time study.
G	Recorded by	Optional	Text: a member's email or full name, or a label for anyone else	Who entered it.

Assumptions

The rates and figures your formulas use. Add a row when one changes; never overwrite one. The rows are its history.

Col	Column	Required	Type or accepted values	What it means
A	Key	Yes	Text	A short key, the same on every row for the same figure, such as hr.labor_rate.support_agent.
B	Name	Yes	Text	What the figure is.
C	Value	Yes	A number	The figure.
D	Unit	Optional	Text	Such as $/hour or percent.
E	Effective from	Yes	A date, as 2026-03-15	The first day this value applies, as 2026-01-01.
F	Source	Optional	Text	Where the figure comes from: a payroll report, a published benchmark.
G	Set by	Optional	Text: a member's email or full name, or a label for anyone else	Who set it.

Formulas

How each value figure is worked out. A changed formula is a new row with a new version, never an edit.

Col	Column	Required	Type or accepted values	What it means
A	Formula	Yes	Text	The name the Value entries sheet uses.
B	Version	Yes	Text	1, then 2 when it changes.
C	Effective from	Optional	A month, as 2026-03	The first month this version applies.
D	Arithmetic	Yes	Text	In words or as an expression, such as tickets deflected × minutes per ticket ÷ 60 × hourly rate.
E	Roiva formula	Optional	Text	Optional: the name of the Roiva formula this matches, as roiva.ai/docs/reference/formulas lists it. The import then checks your figures against Roiva's arithmetic.

Value entries

One row per initiative per month of value. Only approved rows count, and whoever prepared a row doesn't approve it.

Col	Column	Required	Type or accepted values	What it means
A	Entry ID	Yes	Text	Your own short ID, such as VE-1. The Value inputs sheet uses it.
B	Initiative	Yes	Text	The initiative's title.
C	Month	Yes	A month, as 2026-03	The month the value was earned, as 2026-03.
D	Value type	Yes	One of: Revenue gain, Cost savings, Cost avoidance, Freed capacity	Cash (revenue gained, cost saved or avoided) or freed capacity: hours saved at a labor rate, which aren't money the business stopped spending.
E	Amount ($)	Yes	US dollars, as a number	In US dollars.
F	Formula	Optional	Text	The formula's name, as on the Formulas sheet.
G	Formula version	Optional	Text	The version that produced this figure.
H	Estimate?	Optional	One of: Yes, No	Yes when it rests on an estimate.
I	Prepared by	Yes	Text: a member's email or full name, or a label for anyone else	Who worked out the figure.
J	Prepared on	Optional	A date, as 2026-03-15	When.
K	Status	Yes	One of: Draft, Awaiting approval, Approved	Draft, Awaiting approval or Approved.
L	Approved by	Optional	Text: a member's email or full name, or a label for anyone else	Who approved it. Not the person who prepared it.
M	Approved on	Optional	A date, as 2026-03-15	When.
N	Evidence link	Optional	A web address, as https://example.com/file	A link to what the figure rests on, kept where your files live.
O	Notes	Optional	Text	Anything an approver should know.

Value inputs

Each input a value figure was worked out from, as it stood when the figure was made. One row per input.

Col	Column	Required	Type or accepted values	What it means
A	Entry ID	Yes	Text	As on the Value entries sheet.
B	Input	Yes	Text	What the input is, such as tickets deflected. For a formula you matched to one of Roiva's, use the input names the formulas reference gives, so the import can check the arithmetic.
C	Value	Yes	A number	Its value for that figure.
D	Unit	Optional	Text	Such as tickets or $/hour.
E	Source	Optional	Text	Where it came from: a reading, an assumption, a report.

Month close

Each time a month is closed or reopened. A closed month's figures don't change until someone reopens it and says why.

Col	Column	Required	Type or accepted values	What it means
A	Month	Yes	A month, as 2026-03	As 2026-03.
B	Event	Yes	One of: Closed, Reopened	Closed or Reopened.
C	By	Yes	Text: a member's email or full name, or a label for anyone else	Who closed or reopened it.
D	On	Yes	A date, as 2026-03-15	When.
E	Reason	Optional	Text	Required to reopen: why the month had to change.

Time studies

One row per time study: one task, timed by the people who do it, with the AI and without it, over a window of days. Optional: a workbook downloaded before this sheet was added has none. It comes with Timings, or not at all.

Col	Column	Required	Type or accepted values	What it means
A	Study	Yes	Text	A name the Timings sheet uses, such as Agent minutes, October.
B	Initiative	Yes	Text	The initiative's title.
C	Metric key	Yes	Text	The metric the result becomes a figure of, counted in minutes, such as support.tickets.agent_minutes_per_ticket, or one of the hours metrics a study can time, such as it.deployments.hours_per_deployment. Timings are minutes either way.
D	Task	Yes	Text	The task as people timed it: what's in and what's out.
E	What it times	Yes	One of: With the AI and without it, Without the AI only, With the AI only	With the AI and without it, or one of the two.
F	First day	Yes	A date, as 2026-03-15	As 2026-10-01.
G	Last day	Yes	A date, as 2026-03-15	As 2026-10-14.

Timings

One row per task timed: the hands-on minutes one person spent on it, with the AI or without it. Never change a row; leave a wrong one out in Roiva, with a reason. Optional: a workbook downloaded before this sheet was added has none. It comes with Time studies, or not at all.

Col	Column	Required	Type or accepted values	What it means
A	Study	Yes	Text	As on the Time studies sheet.
B	Participant	Yes	Text	A member's email or full name, or a label such as Agent A for anyone else. Use a label, not the name, of anyone outside your Roiva account.
C	Arm	Yes	One of: Without the AI, With the AI	With the AI or without it.
D	Minutes	Yes	A number from 0.01 to 480	Hands-on minutes as a number, such as 12 or 12.5 (not 0:12): the time spent on it, not how long it was open.
E	Date	Yes	A date, as 2026-03-15	The day it was timed, as 2026-10-03, inside the study's first and last days.
F	Task	Optional	Text	Optional: a ticket or task ID.