Running the shop · Service managers, owners and general managers

HVAC KPIs to track every week (and how to share them with the team)

A dashboard nobody looks at doesn’t change anything. A short weekly recap that names real wins and picks one thing to work on does. This prompt turns five service numbers and a couple of shout-outs into a message your team will actually read.

What to get right

  • Track a handful, not twenty. Average ticket, close rate on options, memberships sold, recalls and reviews cover most of what a service team controls.
  • Name specific wins. “Marcus sold a membership on a no-heat at 9pm” beats “great week, team.”
  • One focus for the week. Pick one thing, like presenting options on every repair, and check it next week.
  • Share only what helps. Team numbers and wins go in the group recap. Individual problems belong in a one-on-one.

The prompt

This is the Write the weekly KPI recap for the team workflow, word for word. Copy it, fill in the [brackets], and paste it into the AI tool your company uses.

Never paste: Employee pay, disciplinary records with full names, customer addresses and phone numbers, or medical/personal info about techs.
Write a weekly team recap.
KPIs: [average ticket, close rate on options, memberships sold, recalls, reviews]
Wins: [specific techs and jobs]
Focus for this week: [one thing]

Short, upbeat, specific. Share only numbers the team should see.

Fill it in with the prompt builder → Open the full workflow Service Manager · saves 15 min per week

How to use it

  1. Pull last week’s numbers from your field service software.
  2. Write down two or three specific wins with names.
  3. Pick one focus for this week.
  4. Run the prompt and post the recap where the team will see it on Monday.
  5. Start next week’s recap with how the focus went.

Related workflows

Questions shops ask

What KPIs should an HVAC service department track?

A common starting set is average ticket, close rate on options, memberships sold, recall rate and new reviews. Add revenue per tech hour once those are routine.

Should I share individual tech numbers with the whole team?

Celebrate individual wins publicly; handle low numbers privately. Many shops share team totals and keep rankings out of the group message.

How is this different from the owner’s monthly review?

The weekly recap is for the team and focuses on what they control. The monthly numbers review is for the owner and covers cash, margin and overhead.

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