{"slug":"tracker-workbook","title":"Tracker workbook layout","summary":"Every sheet and column of Roiva's free tracker workbook, in order: required or optional, the type or values each takes, and what it means.","section":"Reference","url":"https://roiva.ai/docs/reference/tracker-workbook","generated":"Generated from what Roiva ships, on every deploy.","license":"https://roiva.ai/terms","tables":[{"title":"The sheets, in order","intro":"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.","columns":["Sheet","Read by the import","What it holds"],"rows":[{"Sheet":"Read me","Read by the import":"Its version line only","What it holds":"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."},{"Sheet":"Initiatives","Read by the import":"Yes","What it holds":"One row per initiative. Every other sheet names an initiative by the title you give it here."},{"Sheet":"Costs","Read by the import":"Yes","What it holds":"One row per cost per month. Every cost counts, whether or not anyone approved it."},{"Sheet":"Metrics","Read by the import":"Yes","What it holds":"One row per metric an initiative is measured by, with the baseline it is measured against."},{"Sheet":"Readings","Read by the import":"Yes","What it holds":"One row per metric per month after the initiative started."},{"Sheet":"Assumptions","Read by the import":"Yes","What it holds":"The rates and figures your formulas use. Add a row when one changes; never overwrite one. The rows are its history."},{"Sheet":"Formulas","Read by the import":"Yes","What it holds":"How each value figure is worked out. A changed formula is a new row with a new version, never an edit."},{"Sheet":"Value entries","Read by the import":"Yes","What it holds":"One row per initiative per month of value. Only approved rows count, and whoever prepared a row doesn't approve it."},{"Sheet":"Value inputs","Read by the import":"Yes","What it holds":"Each input a value figure was worked out from, as it stood when the figure was made. One row per input."},{"Sheet":"Month close","Read by the import":"Yes","What it holds":"Each time a month is closed or reopened. A closed month's figures don't change until someone reopens it and says why."},{"Sheet":"Time studies","Read by the import":"Yes, if the workbook has it","What it holds":"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."},{"Sheet":"Timings","Read by the import":"Yes, if the workbook has it","What it holds":"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."},{"Sheet":"Summary","Read by the import":"No","What it holds":"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."},{"Sheet":"Checks","Read by the import":"No","What it holds":"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."},{"Sheet":"Definitions","Read by the import":"No","What it holds":"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."}]},{"title":"Initiatives","intro":"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.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Title","Required":"Yes","Type or accepted values":"Text","What it means":"Required. What the initiative is called. A row with no title is skipped."},{"Col":"B","Column":"Description","Required":"Optional","Type or accepted values":"Text","What it means":"A sentence or two on what it does."},{"Col":"C","Column":"Category","Required":"Optional","Type or accepted values":"One of: Sales, Operations, Finance, Customer Support, HR, Marketing, Product, Engineering & IT, Supply Chain, Legal & Compliance, Other","What it means":"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."},{"Col":"D","Column":"Priority","Required":"Optional","Type or accepted values":"One of: High, Medium, Low","What it means":"High, Medium or Low. P1/P2/P3 and 1/2/3 read too. Blank becomes Medium."},{"Col":"E","Column":"Stage","Required":"Optional","Type or accepted values":"One of: Identified, Reviewing, Implementing, Live, Paused, Completed, Rejected, Dismissed","What it means":"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."},{"Col":"F","Column":"Owner","Required":"Optional","Type or accepted values":"Text","What it means":"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."},{"Col":"G","Column":"Hypothesis","Required":"Optional","Type or accepted values":"Text","What it means":"What you believe it will change, and by how much."},{"Col":"H","Column":"Department","Required":"Optional","Type or accepted values":"Text","What it means":"The team that runs it, in your own words."},{"Col":"I","Column":"Business Unit","Required":"Optional","Type or accepted values":"Text","What it means":"The division it rolls up to, in your own words."},{"Col":"J","Column":"Value Period","Required":"Optional","Type or accepted values":"One of: annually, quarterly, monthly","What it means":"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."},{"Col":"K","Column":"CapEx ($)","Required":"Optional","Type or accepted values":"US dollars, as a number","What it means":"The one-time cost to build it: implementation, integration, and vendor or consultant fees."},{"Col":"L","Column":"OpEx ($)","Required":"Optional","Type or accepted values":"US dollars, as a number","What it means":"The recurring cost to run it, per Value Period: seats, subscriptions, tokens, hosting and maintenance."},{"Col":"M","Column":"Cost Savings ($)","Required":"Optional","Type or accepted values":"US dollars, as a number","What it means":"Cash a cost that falls is planned to save per Value Period: a bill, a vendor's price, a contract."},{"Col":"N","Column":"Cost Avoided ($)","Required":"Optional","Type or accepted values":"US dollars, as a number","What it means":"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."},{"Col":"O","Column":"Freed Capacity ($)","Required":"Optional","Type or accepted values":"US dollars, as a number","What it means":"Hours the team is planned to get back per Value Period, priced at what they cost. Not cash, and in no planned ROI."},{"Col":"P","Column":"Revenue Uplift ($)","Required":"Optional","Type or accepted values":"US dollars, as a number","What it means":"Planned revenue increase per Value Period."},{"Col":"Q","Column":"Time to Value (Months)","Required":"Optional","Type or accepted values":"A whole number","What it means":"Months until the first meaningful value lands. Roiva measures the schedule against it."},{"Col":"R","Column":"ROI time horizon (years)","Required":"Optional","Type or accepted values":"One of: 1, 2, 3, 5","What it means":"How many years to calculate ROI across. Blank becomes 3."},{"Col":"S","Column":"Confidence Score","Required":"Optional","Type or accepted values":"A whole number","What it means":"How data-backed these estimates are, from 0 to 100."}]},{"title":"Costs","intro":"One row per cost per month. Every cost counts, whether or not anyone approved it.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Initiative","Required":"Yes","Type or accepted values":"Text","What it means":"The initiative's title, as on the Initiatives sheet."},{"Col":"B","Column":"Month","Required":"Yes","Type or accepted values":"A month, as 2026-03","What it means":"The month the cost belongs to, as 2026-03."},{"Col":"C","Column":"Cost type","Required":"Yes","Type or accepted values":"One of: Software, Tokens, Implementation, Infrastructure, Data licensing, Consulting, Internal labor, Maintenance, Severance","What it means":"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."},{"Col":"D","Column":"Amount ($)","Required":"Yes","Type or accepted values":"US dollars, as a number","What it means":"In US dollars."},{"Col":"E","Column":"Vendor","Required":"Optional","Type or accepted values":"Text","What it means":"Who was paid."},{"Col":"F","Column":"Description","Required":"Optional","Type or accepted values":"Text","What it means":"What it was for."},{"Col":"G","Column":"Estimate?","Required":"Optional","Type or accepted values":"One of: Yes, No","What it means":"Yes when the figure is an estimate rather than an invoice or a statement."},{"Col":"H","Column":"Recorded by","Required":"Optional","Type or accepted values":"Text: a member's email or full name, or a label for anyone else","What it means":"Who entered it: an email or a full name."},{"Col":"I","Column":"Notes","Required":"Optional","Type or accepted values":"Text","What it means":"Anything an approver should know."}]},{"title":"Metrics","intro":"One row per metric an initiative is measured by, with the baseline it is measured against.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Initiative","Required":"Yes","Type or accepted values":"Text","What it means":"The initiative's title, as on the Initiatives sheet."},{"Col":"B","Column":"Metric key","Required":"Yes","Type or accepted values":"Text","What it means":"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."},{"Col":"C","Column":"Unit","Required":"Optional","Type or accepted values":"Text","What it means":"What the number counts: minutes, tickets, dollars, percent."},{"Col":"D","Column":"Baseline","Required":"Yes","Type or accepted values":"A number","What it means":"The figure before the initiative started."},{"Col":"E","Column":"Baseline from","Required":"Yes","Type or accepted values":"A month, as 2026-03","What it means":"The first month the baseline covers, as 2025-10. From history or a time study, it ends before go-live."},{"Col":"F","Column":"Baseline to","Required":"Optional","Type or accepted values":"A month, as 2026-03","What it means":"The last month it covers; blank for one month."},{"Col":"G","Column":"How it was measured","Required":"Yes","Type or accepted values":"One of: From history, Time study before go-live, Without-AI sample, Benchmark, Estimate","What it means":"Keep an estimate labeled as an estimate."},{"Col":"H","Column":"Measurement notes","Required":"Optional","Type or accepted values":"Text","What it means":"Where the figure came from, so someone can repeat it."},{"Col":"I","Column":"Recorded by","Required":"Optional","Type or accepted values":"Text: a member's email or full name, or a label for anyone else","What it means":"Who measured or entered it."}]},{"title":"Readings","intro":"One row per metric per month after the initiative started.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Initiative","Required":"Yes","Type or accepted values":"Text","What it means":"The initiative's title."},{"Col":"B","Column":"Metric key","Required":"Yes","Type or accepted values":"Text","What it means":"As on the Metrics sheet."},{"Col":"C","Column":"Month","Required":"Yes","Type or accepted values":"A month, as 2026-03","What it means":"As 2026-03."},{"Col":"D","Column":"Value","Required":"Yes","Type or accepted values":"A number","What it means":"The month's figure."},{"Col":"E","Column":"Estimate?","Required":"Optional","Type or accepted values":"One of: Yes, No","What it means":"Yes when it is an estimate."},{"Col":"F","Column":"Source","Required":"Optional","Type or accepted values":"Text","What it means":"Where it came from: a report, an export, a time study."},{"Col":"G","Column":"Recorded by","Required":"Optional","Type or accepted values":"Text: a member's email or full name, or a label for anyone else","What it means":"Who entered it."}]},{"title":"Assumptions","intro":"The rates and figures your formulas use. Add a row when one changes; never overwrite one. The rows are its history.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Key","Required":"Yes","Type or accepted values":"Text","What it means":"A short key, the same on every row for the same figure, such as hr.labor_rate.support_agent."},{"Col":"B","Column":"Name","Required":"Yes","Type or accepted values":"Text","What it means":"What the figure is."},{"Col":"C","Column":"Value","Required":"Yes","Type or accepted values":"A number","What it means":"The figure."},{"Col":"D","Column":"Unit","Required":"Optional","Type or accepted values":"Text","What it means":"Such as $/hour or percent."},{"Col":"E","Column":"Effective from","Required":"Yes","Type or accepted values":"A date, as 2026-03-15","What it means":"The first day this value applies, as 2026-01-01."},{"Col":"F","Column":"Source","Required":"Optional","Type or accepted values":"Text","What it means":"Where the figure comes from: a payroll report, a published benchmark."},{"Col":"G","Column":"Set by","Required":"Optional","Type or accepted values":"Text: a member's email or full name, or a label for anyone else","What it means":"Who set it."}]},{"title":"Formulas","intro":"How each value figure is worked out. A changed formula is a new row with a new version, never an edit.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Formula","Required":"Yes","Type or accepted values":"Text","What it means":"The name the Value entries sheet uses."},{"Col":"B","Column":"Version","Required":"Yes","Type or accepted values":"Text","What it means":"1, then 2 when it changes."},{"Col":"C","Column":"Effective from","Required":"Optional","Type or accepted values":"A month, as 2026-03","What it means":"The first month this version applies."},{"Col":"D","Column":"Arithmetic","Required":"Yes","Type or accepted values":"Text","What it means":"In words or as an expression, such as tickets deflected × minutes per ticket ÷ 60 × hourly rate."},{"Col":"E","Column":"Roiva formula","Required":"Optional","Type or accepted values":"Text","What it means":"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."}]},{"title":"Value entries","intro":"One row per initiative per month of value. Only approved rows count, and whoever prepared a row doesn't approve it.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Entry ID","Required":"Yes","Type or accepted values":"Text","What it means":"Your own short ID, such as VE-1. The Value inputs sheet uses it."},{"Col":"B","Column":"Initiative","Required":"Yes","Type or accepted values":"Text","What it means":"The initiative's title."},{"Col":"C","Column":"Month","Required":"Yes","Type or accepted values":"A month, as 2026-03","What it means":"The month the value was earned, as 2026-03."},{"Col":"D","Column":"Value type","Required":"Yes","Type or accepted values":"One of: Revenue gain, Cost savings, Cost avoidance, Freed capacity","What it means":"Cash (revenue gained, cost saved or avoided) or freed capacity: hours saved at a labor rate, which aren't money the business stopped spending."},{"Col":"E","Column":"Amount ($)","Required":"Yes","Type or accepted values":"US dollars, as a number","What it means":"In US dollars."},{"Col":"F","Column":"Formula","Required":"Optional","Type or accepted values":"Text","What it means":"The formula's name, as on the Formulas sheet."},{"Col":"G","Column":"Formula version","Required":"Optional","Type or accepted values":"Text","What it means":"The version that produced this figure."},{"Col":"H","Column":"Estimate?","Required":"Optional","Type or accepted values":"One of: Yes, No","What it means":"Yes when it rests on an estimate."},{"Col":"I","Column":"Prepared by","Required":"Yes","Type or accepted values":"Text: a member's email or full name, or a label for anyone else","What it means":"Who worked out the figure."},{"Col":"J","Column":"Prepared on","Required":"Optional","Type or accepted values":"A date, as 2026-03-15","What it means":"When."},{"Col":"K","Column":"Status","Required":"Yes","Type or accepted values":"One of: Draft, Awaiting approval, Approved","What it means":"Draft, Awaiting approval or Approved."},{"Col":"L","Column":"Approved by","Required":"Optional","Type or accepted values":"Text: a member's email or full name, or a label for anyone else","What it means":"Who approved it. Not the person who prepared it."},{"Col":"M","Column":"Approved on","Required":"Optional","Type or accepted values":"A date, as 2026-03-15","What it means":"When."},{"Col":"N","Column":"Evidence link","Required":"Optional","Type or accepted values":"A web address, as https://example.com/file","What it means":"A link to what the figure rests on, kept where your files live."},{"Col":"O","Column":"Notes","Required":"Optional","Type or accepted values":"Text","What it means":"Anything an approver should know."}]},{"title":"Value inputs","intro":"Each input a value figure was worked out from, as it stood when the figure was made. One row per input.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Entry ID","Required":"Yes","Type or accepted values":"Text","What it means":"As on the Value entries sheet."},{"Col":"B","Column":"Input","Required":"Yes","Type or accepted values":"Text","What it means":"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."},{"Col":"C","Column":"Value","Required":"Yes","Type or accepted values":"A number","What it means":"Its value for that figure."},{"Col":"D","Column":"Unit","Required":"Optional","Type or accepted values":"Text","What it means":"Such as tickets or $/hour."},{"Col":"E","Column":"Source","Required":"Optional","Type or accepted values":"Text","What it means":"Where it came from: a reading, an assumption, a report."}]},{"title":"Month close","intro":"Each time a month is closed or reopened. A closed month's figures don't change until someone reopens it and says why.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Month","Required":"Yes","Type or accepted values":"A month, as 2026-03","What it means":"As 2026-03."},{"Col":"B","Column":"Event","Required":"Yes","Type or accepted values":"One of: Closed, Reopened","What it means":"Closed or Reopened."},{"Col":"C","Column":"By","Required":"Yes","Type or accepted values":"Text: a member's email or full name, or a label for anyone else","What it means":"Who closed or reopened it."},{"Col":"D","Column":"On","Required":"Yes","Type or accepted values":"A date, as 2026-03-15","What it means":"When."},{"Col":"E","Column":"Reason","Required":"Optional","Type or accepted values":"Text","What it means":"Required to reopen: why the month had to change."}]},{"title":"Time studies","intro":"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.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Study","Required":"Yes","Type or accepted values":"Text","What it means":"A name the Timings sheet uses, such as Agent minutes, October."},{"Col":"B","Column":"Initiative","Required":"Yes","Type or accepted values":"Text","What it means":"The initiative's title."},{"Col":"C","Column":"Metric key","Required":"Yes","Type or accepted values":"Text","What it means":"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."},{"Col":"D","Column":"Task","Required":"Yes","Type or accepted values":"Text","What it means":"The task as people timed it: what's in and what's out."},{"Col":"E","Column":"What it times","Required":"Yes","Type or accepted values":"One of: With the AI and without it, Without the AI only, With the AI only","What it means":"With the AI and without it, or one of the two."},{"Col":"F","Column":"First day","Required":"Yes","Type or accepted values":"A date, as 2026-03-15","What it means":"As 2026-10-01."},{"Col":"G","Column":"Last day","Required":"Yes","Type or accepted values":"A date, as 2026-03-15","What it means":"As 2026-10-14."}]},{"title":"Timings","intro":"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.","columns":["Col","Column","Required","Type or accepted values","What it means"],"rows":[{"Col":"A","Column":"Study","Required":"Yes","Type or accepted values":"Text","What it means":"As on the Time studies sheet."},{"Col":"B","Column":"Participant","Required":"Yes","Type or accepted values":"Text","What it means":"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."},{"Col":"C","Column":"Arm","Required":"Yes","Type or accepted values":"One of: Without the AI, With the AI","What it means":"With the AI or without it."},{"Col":"D","Column":"Minutes","Required":"Yes","Type or accepted values":"A number from 0.01 to 480","What it means":"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."},{"Col":"E","Column":"Date","Required":"Yes","Type or accepted values":"A date, as 2026-03-15","What it means":"The day it was timed, as 2026-10-03, inside the study's first and last days."},{"Col":"F","Column":"Task","Required":"Optional","Type or accepted values":"Text","What it means":"Optional: a ticket or task ID."}]}]}