How do I see how each employee replied across our WhatsApp groups?
Spun can report, per employee, how many messages each team number sent in your WhatsApp groups, which groups they were active in, their median response time and how many requests they answered within an hour. It is for agency owners and operations managers whose staff answer partners and travellers in groups. It runs on a flat monthly plan with team members free and a free trial, on your normal WhatsApp number with no Business API. You tell Spun who your staff are once, then ask Weave for the report in plain words.
Who this is for: an owner or manager who wants to know who is answering in the groups, and how fast, without reading every group.
Step 1: Tell Spun who your staff are
Weave reports per employee only for numbers it knows are staff. Any one of these is enough:
- Team members. Everyone you share the inbox with counts as staff by their WhatsApp number.
- A staff label. Put a contact label on each employee's contact, named exactly Staff, Employees or Team members, or your full business name followed by team, staff or employees. A label such as "Travel agents" does not count.
- A list in Weave. Paste "Employees:" followed by a list of phone numbers in Weave and confirm it in the same session. Weave offers to save the numbers as contacts with the label you name.
If Weave does not know any staff, it says so and does not report a response rate.
Step 2: Ask Weave for the report
- In Chats, open the Spun Concierge conversation and choose the Weave tab. On a phone, Weave is also in the More menu.
- Pick a time range, for example Week or Month, or a custom range.
- Ask in plain words, for example "Staff activity report for the last 30 days: messages per employee, groups they were active in, median response time".
- For a view per group instead, ask for a group activity report, for example "Which groups had unanswered requests this week?".
What the reports contain
| Report | Per row |
|---|---|
| Staff activity | One row per team number: messages sent, groups active in, first and last message, median response time, and the share of requests answered within 1 hour. |
| Group activity | One row per group: messages, messages from others, team replies, the top 5 members, unanswered requests and the median response time. |
How Spun counts:
- A request is a group message from someone outside your team. It counts as answered by the next team message, up to 24 hours later.
- A message within 10 minutes of a team message counts as a reply, not a new request.
- Weave keeps "sent from this number" separate from "replies by your team", so a busy shared number is not counted as one fast employee.
Step 3: Get an alert when replies are slow
- Open Groups from the sidebar, switch to the Intelligence tab and click New monitor.
- Choose the Staff response time monitor type.
- Pick the groups and the limit, between 5 and 1440 minutes (60 by default).
- Create the monitor. It uses no AI; it compares request and reply times.
Until Spun knows your staff, the monitor shows No staff set.
Step 4: Keep a daily row in Google Sheets
- Open Settings → Google Sheets and click Connect Google.
- Under Triggers, click Add trigger and choose the daily staff activity report. Each day it adds one row per active team member. The group activity report adds one row per group.
- Share the sheet with whoever reviews the team.
With no staff defined, the staff report adds no rows. If your AI privacy level is set to full, staff phone numbers in the sheet are left blank.
What to expect
- Reports cover up to 92 days.
- Counts come from the groups your connected number is in, so a group your number is not a member of is not included.
- For one-to-one guest chats answered from Spun, the Team Performance view on the Dashboard shows messages sent, conversations handled and average first reply per team member, against your Response Targets.
Limits
- Plan level. Per-person and per-group rows come with advanced reporting on the larger plans; other plans show totals for the whole organisation, and some plans have no staff reporting. See Pricing.
- Phone replies. Replies typed on the shared phone are not counted to a team member in Team Performance.
- Hidden numbers. A group member who hides their number in WhatsApp cannot be matched to a staff contact.
- Counts, not judgement. Reports count messages and times. They do not grade whether a reply was good.
What Spun does not do
- It does not track staff outside WhatsApp, such as calls or email from another tool.
- It does not read groups your number is not a member of.
- It does not send anything to your staff or to the groups when it builds a report.