# Tracker workbook layout

> 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.
>
> Source: https://roiva.ai/docs/reference/tracker-workbook
> Generated from what Roiva ships, on every deploy.

Roiva's [tracker template](https://roiva.ai/ai-roi-tracker.xlsx) 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](https://roiva.ai/docs/importing-a-tracker-workbook). The rules a tracker should keep, whatever it is built in, are in [Building an AI ROI tracker yourself](https://roiva.ai/docs/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. |