Overview
The Backlog Dashboard provides real-time visibility into work backlogs across your auction locations. By combining lot submission data with configured activity rates, the system calculates estimated hours of work remaining for each submission type.Real-Time Calculation
Backlog hours update instantly with each new submission
Status Indicators
Color-coded status (green/yellow/red) for quick assessment
Per-Location View
See backlog breakdown by location and submission type
The Backlog Formula
Backlog hours are calculated using a simple but powerful formula:Formula Components
| Component | Source | Description |
|---|---|---|
| Car Count | Lot submission | Number of vehicles waiting for this type of work |
| Head Count | Lot submission | Number of people currently working on this type |
| Activity Rate | Submission type config | Cars processed per hour per person |
| Backlog Hours | Calculated | Estimated hours to clear the current backlog |
Example Calculation
Scenario: A lot has 120 vehicles waiting for Condition Reports| Input | Value |
|---|---|
| Car Count | 120 vehicles |
| Head Count | 4 CR writers |
| Activity Rate | 10 cars/hr/person |
The backlog formula assumes consistent productivity. Actual completion times may vary based on vehicle complexity, breaks, and other factors.
Status Thresholds
Backlog hours are translated into color-coded status indicators for quick visual assessment.Default Thresholds
| Status | Backlog Hours | Color | Meaning |
|---|---|---|---|
| Green | ≤ 1 hour | 🟢 | Workload is manageable |
| Yellow | 1-2 hours | 🟡 | Attention may be needed |
| Red | > 2 hours | 🔴 | Staffing action required |
| Unconfigured | N/A | ⚫ | Missing activity rate or head count |
Interpreting Status
Green Status
Green Status
Meaning: Current staffing is adequate for the workload.Action: No immediate action needed. Monitor for changes.Typical scenario: Morning shift with fresh staff, low inventory arrival.
Yellow Status
Yellow Status
Meaning: Workload is building; may need attention soon.Action: Consider reallocating staff or monitoring closely.Typical scenario: Mid-day with steady vehicle arrivals, some staff on break.
Red Status
Red Status
Meaning: Significant backlog requiring intervention.Action: Add staff, prioritize work, or communicate delays.Typical scenario: Heavy arrival day, short-staffed, or equipment issues.
Unconfigured Status
Unconfigured Status
Meaning: Cannot calculate backlog due to missing data.Action: Configure activity rates in Settings → Submission Types.Typical scenario: New submission type without activity rate set.
Where Backlog Appears
Backlog information is displayed in multiple locations throughout the application.Admin Dashboard
The main admin dashboard includes a Backlog Status Card showing:- Overall backlog status (worst status across all locations)
- Maximum backlog hours
- Number of locations with data
- Last updated timestamp
Submissions Table
The submissions table includes a Backlog column that displays:| Display | Meaning |
|---|---|
| 1.5h (green) | Entry with ≤1 hour backlog |
| 1.8h (yellow) | Entry with 1-2 hours backlog |
| 3.2h (red) | Entry with >2 hours backlog |
| N/A | Missing head count or activity rate |
| - | No entries with calculable backlog |
Mobile App Home Screen
Mobile users see backlog information in two places:- Backlog Status Card — Overall status across assigned locations
- Location Cards — Per-location status indicators in “Your Locations” section
Setting Up Backlog Visibility
To enable backlog calculations, you need to configure activity rates for your submission types.Prerequisites
1
Identify Submission Types
List the submission types used in your operation that you want to track backlog for.
2
Measure Activity Rates
Determine how many cars one person can process per hour for each type.
3
Configure Activity Rates
Go to Settings → Submission Types and set rates for each type.
4
Ensure Head Count Entry
Train team members to enter head count (people working) when submitting lot counts.
Configuring Activity Rates
1
Navigate to Settings
Click Settings in the sidebar
2
Open Submission Types
Click Submission Types
3
Set Rate for System Types
For system types, click the Set Rate button and enter the activity rate
4
Set Rate for Custom Types
For custom types, click the ⋮ menu, select Edit, and enter the activity rate
5
Save Changes
Click Save to apply the activity rate
Understanding the Data
Data Sources
Backlog calculations use data from thecurrent_backlog_by_location database view, which:
- Retrieves the most recent submission per location per submission type
- Only includes submissions from the last 24 hours
- Requires both head count > 0 and activity rate > 0
- Applies the configured threshold settings for status determination
Data Freshness
| Indicator | Meaning |
|---|---|
| Updated just now | Submission within last 5 minutes |
| Updated X minutes ago | Submission within last hour |
| Updated X hours ago | Older submission, may be stale |
Backlog data is only as accurate as the most recent submission. Encourage regular submissions throughout the day for real-time visibility.
Multi-Entry Submissions
When a lot submission contains multiple entries (one per submission type):- Each entry has its own backlog calculation
- The maximum backlog across all entries is shown in the submissions table
- Individual entry backlogs are visible when expanding the submission row
Backlog Analytics
Use the Analytics module to track backlog trends over time.Backlog Queries
Example questions you can ask in the Query Builder:| Question | What You’ll See |
|---|---|
| ”Show average backlog hours by location” | Bar chart comparing location backlogs |
| ”What’s the trend of backlog hours this week?” | Line chart of backlog over time |
| ”Which submission types have the highest backlog?” | Pie chart of backlog by type |
| ”Compare backlog to staffing levels” | Correlation analysis |
Saved Queries for Backlog
Consider creating saved queries for regular backlog monitoring:- Daily Backlog Summary — Average and max backlog by location
- Weekly Backlog Trends — Backlog hours over the past week
- Staffing vs. Backlog — Head count correlation with backlog hours
Best Practices
Accurate Activity Rates
Measure Don't Guess
Time actual work to determine realistic rates
Account for Variability
Use conservative rates to account for interruptions
Review Quarterly
Update rates as processes and tools improve
Different by Type
CR rates differ from stock-in rates differ from detail rates
Consistent Head Count Entry
- Train all team members on the importance of head count
- Include head count in submission checklists
- Review submissions that are missing head counts
- Consider making head count required for key submission types
Using Backlog Data
| Use Case | Action |
|---|---|
| Red status in morning | Consider adding staff or delaying other tasks |
| Consistent yellow | May need to adjust staffing levels permanently |
| Green but high cars | Good staffing! Document for future reference |
| Frequent unconfigured | Review activity rate setup |
Troubleshooting
Backlog shows N/A for all submissions
Backlog shows N/A for all submissions
Possible causes:
- Activity rates not configured for submission types
- Head count not being entered in submissions
- No submissions in the last 24 hours
- Go to Settings → Submission Types and configure activity rates
- Train team to enter head count when submitting
- Submit fresh lot counts
Backlog hours seem too high
Backlog hours seem too high
Possible causes:
- Activity rate set too low
- Head count entered incorrectly (too few people)
- Car count is accurate but rate needs adjustment
- Re-measure activity rates with time studies
- Verify head count accuracy with on-site check
- Adjust activity rates based on actual throughput
Backlog hours seem too low
Backlog hours seem too low
Possible causes:
- Activity rate set too high (optimistic)
- Head count includes people not actively working
- Car count may be underreported
- Use realistic (not best-case) activity rates
- Only count actively working staff in head count
- Verify car counts are accurate
Status not updating after submission
Status not updating after submission
Possible causes:
- Browser cache showing old data
- Submission may have failed
- View may need to recalculate
- Refresh the page (Cmd/Ctrl + R)
- Check submission history for the new submission
- Wait a moment and refresh again
Different locations showing same color
Different locations showing same color
This is expected when:
- All locations have similar backlog-to-staffing ratios
- Thresholds are the same for all locations
- Look at actual backlog hours, not just color
- Consider location-specific thresholds if needed