XcellHost|Workforce Analytics
See how work happens across teams — without watching anyone.
Focus time, meeting load, capacity and licence use at team level — with minimum group sizes, an employee self-view and a written notice. No hidden keystroke logging, covert screenshots or personal-device tracking.
Analytics about work, not surveillance of people.
We measure patterns in calendars, collaboration, tickets and licences, and show them to teams and leaders in aggregate. Employees are told what is collected, why, and can see their own numbers.
What we measure
- Focus hours, meeting hours and after-hours work, by team
- Collaboration load between teams — email, chat and meetings
- Utilisation from timesheets, tickets and project tools
- Office occupancy from desk bookings or badge counts
- Licence and app adoption, to cut unused seats
- Copilot usage and adoption by department
What we never do
- Hidden keystroke logging or content capture
- Covert screenshots, screen recording or webcam
- Tracking of personal phones or home devices
- Location tracking outside work systems
- Reading email, chat or document content
- Individual leaderboards or automated rankings
Read-only connectors to Microsoft 365, Viva Insights, HRMS and ticketing. Only the signals your policy lists.
Names become keyed IDs before analysis. HR attributes are mapped to teams, not people.
Results appear only for groups at or above your minimum size — 5 or more.
Team agreements — no-meeting blocks, shift plans, licence clean-ups — and a monthly review.
Ten questions leaders ask. Answered with team data.
Filter by the kind of organisation you run.
Productivity & focus time
Do teams get two-hour blocks for deep work, or is the day cut into pieces? Track focus hours per week and protect them with team agreements.
Meeting, email & chat overload
See meeting hours, large recurring meetings and multitasking in meetings. Trim the standing calls nobody needs.
Capacity & utilisation
Billable vs non-billable time from timesheets and tickets, by practice or account. Spot bench time and over-booked teams before deadlines slip.
Hybrid & office occupancy
Desk-booking and badge counts by floor and weekday — size the office, plan anchor days and avoid empty Fridays.
Burnout risk & wellbeing
After-hours and weekend work, short breaks between meetings and long collaboration days — at team level, as a prompt for a manager conversation.
App & SaaS licence optimisation
Seats inactive for 30, 60 or 90 days, duplicate tools and over-licensed users. Right-size with our Microsoft 365 licensing guide and Managed Microsoft 365.
Onboarding ramp
How fast new joiners reach the collaboration and ticket patterns of their team — by cohort, not by person.
Attendance & shift adherence
Planned vs actual shift login from your attendance or contact-centre system, by shift and queue. Overtime shown against your policy.
Remote-work security posture
Device compliance, MFA coverage and risky sign-ins by team, from Intune and Defender. Data-leak signals stay with security under Purview DLP and DSPM rules — investigated case by case, never in HR dashboards.
Copilot & AI adoption
Which departments use Microsoft 365 Copilot, in which apps, and where licences sit idle — from Microsoft's Copilot Dashboard and usage reports.
Built on systems you already run.
Most insight comes from metadata your tenant already holds. An endpoint agent is optional and policy-governed. Partner and third-party tools are marked *.
Viva Insights
Personal insights (visible only to the employee), plus manager, leader and advanced insights with Power BI templates. Licensed on our Microsoft Viva page.
Copilot Analytics
The Copilot Dashboard and advanced reporting in Viva Insights, and the Copilot readiness and usage reports in the Microsoft 365 admin center.
Microsoft 365 usage reports
Active users and app use for Exchange, Teams, SharePoint, OneDrive and the Office apps — the base for licence clean-up.
Google Workspace reports *
Admin console reports and audit logs for Gmail, Meet, Drive and Calendar. See our Managed Google Workspace.
HRMS & attendance *
Zoho People *, Keka *, Darwinbox * or your own HRMS — department, location, shift and joining date to group results. Biometric or login attendance where you already run it.
Jira & service desks *
Jira *, Jira Service Management *, Zoho Desk * or Freshservice * — tickets and worklogs for utilisation and onboarding ramp.
Endpoint agent (opt-in policy)
Windows and macOS company devices only: time by app and web category (e.g. "productivity", "communication"), not content. Switched on per group, with notice.
Power BI & Zoho Analytics *
Dashboards in Power BI or Zoho Analytics *, with row-level security so each role sees only what it should.
Pick a goal. See the metrics that fit.
Each metric shows its source, the level it is reported at and the privacy rule that applies.
What a manager sees. Synthetic data only.
Pick a team and a minimum group size. Teams below the threshold are hidden — that is the privacy rule at work.
Nine controls, on before the first report.
Each is a setting in your deployment, written into the policy and checked at our monthly review.
Aggregation threshold
No result for groups under your minimum — 5 by default, configurable upward. Microsoft's own Viva Insights and Copilot Dashboard thresholds can't go below five.
Pseudonymisation
Names and email addresses replaced with keyed IDs before analysis; the key stays with your nominated owner.
Role-based access
Leaders see departments, managers see their team in aggregate, analysts see pseudonymised data. Row-level security in every report.
Employee self-view
Every person sees their own focus, meeting and after-hours numbers first — and nobody else sees them individually.
Retention settings
Raw signals kept for a set period (e.g. 90 days), then deleted; only aggregates kept longer. Deletion logged.
Data residency
Analytics run inside your Microsoft 365 tenant, or on XcellHost infrastructure in our Mumbai Tier IV data centre.
Audit log
Who viewed which report, who changed a threshold, who exported data — kept and reviewable by your DPO.
DPIA template
A data protection impact assessment covering purpose, necessity, risks and mitigations — completed with your HR, legal and IT.
Notice & works-committee template
Plain-language employee notice, FAQ and a briefing for works committees or unions. Pairs with our DPDP compliance platform.
| Who sees what | Employee | Manager | HR / analyst | Leadership | XcellHost team |
|---|---|---|---|---|---|
| Own focus, meeting & after-hours numbers | Yes | No | No | No | No |
| Team aggregates (group ≥ threshold) | Own team | Own team | All teams | All teams | Only if you ask us to |
| Pseudonymised records | No | No | Named analysts only | No | Support, under contract |
| Re-identification key | No | No | Nominated owner + reason logged | No | No |
| Change thresholds or signals | No | No | With DPO sign-off | No | On your written change request |
Start from the purpose. Collect only what fits it.
Choose why you want insight. We show which signals are proportionate, which need a documented reason, and the notice text — then you download a draft policy.
Capacity planning
Template only — not legal advice. Have your legal counsel review it against the DPDP Act, your Labour Code and Shops & Establishments obligations and your employment contracts.
Time back and seats reclaimed, in rupees.
Two simple sums with your own assumptions. Not a promise of results — a way to size the conversation.
Time recovered
Assumes 2,000 working hours and 46 working weeks a year. Typical sources: shorter recurring meetings, protected focus blocks.
Licences reclaimed
Licence prices are the indicative per-user monthly prices on our linked licence pages, excl. 18% GST. Time value is an opportunity value, not a cash saving.
Employee data is personal data. Plan for it.
A short map of the laws that shape workforce analytics in India. Not legal advice — your counsel decides how they apply to you.
Legitimate use for employment
Section 7(i) lets an employer process personal data without consent "for the purposes of employment", or to safeguard itself from loss or liability. It covers what is needed for those purposes — so we tie every signal to a stated purpose.
Safeguards, retention, erasure
Data fiduciaries must take reasonable security safeguards (s.8(5)) and erase data once the purpose is served, unless a law requires it to be kept (s.8(7)). Penalties for failed safeguards go up to ₹250 crore.
Dates that matter
Rules notified 13 Nov 2025. Consent Manager provisions from 13 Nov 2026. Notice, security, retention, breach and rights duties from 13 May 2027. See our DPDP platform.
SPDI Rules until May 2027
Until the DPDP Act's s.44(2) takes effect on 13 May 2027, s.43A and the 2011 SPDI Rules still apply to sensitive personal data such as passwords, financial and biometric data.
Working hours & overtime
The Code on Wages, Industrial Relations Code, Code on Social Security and OSH Code took effect on 21 Nov 2025. Overtime and working-hours insights help you check practice against them.
Shops & Establishments Acts
Hours, rest intervals, overtime and night work for offices are also set by your state's Shops & Establishments law and its notifications. Rules differ by state; we configure your policy, not ours.
Sources: the DPDP Act, 2023 (India Code), G.S.R. 843(E) of 13 Nov 2025 for commencement dates, and the Ministry of Labour & Employment's release of 21 Nov 2025. Transparent notice is our default even where consent is not the legal basis.
Six steps, privacy first.
A typical rollout takes four to eight weeks, depending on sources and the number of teams.
Purpose workshop
Agree the questions, the signals and what is out of scope.
DPIA & notice
Impact assessment, employee notice and committee briefing.
Connect
Read-only connectors, pseudonymisation and thresholds set.
Pilot
Two or three volunteer teams; self-view first.
Rollout
Dashboards by role, manager guides, team agreements.
Monthly review
Report, audit-log check and licence clean-up list.
Three plans. One onboarding.
Microsoft and other vendor licences are billed separately. Prices are indicative, excl. 18% GST.
Microsoft 365 & licences
- M365 usage & licence-waste report
- Team focus & meeting dashboard
- Minimum group size & RBAC
- Quarterly review
Capacity, hybrid & wellbeing
- HRMS & ticketing connectors
- Utilisation & onboarding ramp
- After-hours & wellbeing signals
- Employee self-view portal
- Monthly review & audit-log check
Multi-entity, shifts & Copilot
- Shift adherence for contact centres
- Copilot adoption analytics
- Optional endpoint category agent
- Mumbai Tier IV hosting option
- Named analyst
DPIA, notice & set-up
- Purpose workshop
- DPIA, notice & committee briefing
- Connectors & thresholds
- Pilot with 2–3 teams
Plan and onboarding prices are placeholders — indicative, confirm with XcellHost. Related items in the builder (Microsoft Viva, Managed Microsoft 365, XcellPrivacy, Power BI Pro) use the exact prices on their linked XcellHost pages.
Build your programme. See the first invoice.
Set users and pick a plan and related services. First invoice = one-time items plus the first month.
Workforce Analytics programme
Plan and onboarding prices indicative — confirm with XcellHost. Other prices as on the linked XcellHost pages. Excl. 18% GST in the lines above.
Workforce analytics, answered.
Yes, when it is proportionate and transparent. Section 7(i) of the DPDP Act, 2023 allows an employer to process personal data for employment purposes without consent, and the Act's notice, security and retention duties apply from 13 May 2027; until then IT Act s.43A and the SPDI Rules apply to sensitive data. Labour Codes and state Shops & Establishments laws also apply. This is not legal advice — your counsel should review your policy.
Yes. We don't run covert programmes. Every deployment starts with a plain-language notice listing the signals, the purpose, who sees what and how long data is kept, and each employee gets a self-view of their own numbers.
No keystroke logging, no reading of email, chat or document content, no covert screenshots, screen recording or webcam, and nothing from personal phones or home devices. The optional endpoint agent records time by app or website category on company devices only, and only for groups named in your policy.
Not by default. Managers see their team in aggregate, and only when the group meets the minimum size. Individual numbers are visible only to the employee. Any exception — for example a specific regulated role — must be written into the policy with its purpose, notice and retention.
In your own Microsoft 365 tenant when we use Viva Insights and Copilot Analytics, or on XcellHost infrastructure in our Mumbai Tier IV data centre for combined HRMS, ticketing and attendance analytics. Retention periods are set in your policy and deletion is logged.
We use Microsoft 365 usage reports for licence and app adoption, and Viva Insights for focus, meeting and collaboration patterns. Viva Insights personal insights are visible only to the employee. Viva licences are on our Microsoft Viva page; admin is covered by Managed Microsoft 365.
Microsoft's set of reports on Copilot use: the readiness and usage reports in the Microsoft 365 admin center, the Copilot Dashboard in Viva Insights, and advanced reporting with Power BI templates. The Copilot Dashboard is available to Microsoft 365 business and enterprise customers with Exchange Online; its default minimum group size is 10 and can't go below 5. More features come with Viva Insights licences.
Not for Starter, which uses usage reports and the Copilot Dashboard. Manager and leader insights in Viva Insights need Viva licences — Analytics & feedback is ₹529 per user per month on our Viva page, indicative, excl. GST. We also connect Google Workspace and non-Microsoft tools.
Yes. We compare planned rosters with actual logins from your attendance or contact-centre platform by shift, queue and site, and show overtime against your policy. Reporting stays at shift or queue level for dashboards; individual attendance records stay in your HRMS as they do today.
We design against it. Our policy template excludes automated decisions and individual ranking, and the dashboards are built for team-level planning. If you want individual metrics for appraisals, that needs a separate legal review and is outside our standard plans.