Reports & Analytics
The Reports screen is the single operational-overview page for the Appointments module. It answers the everyday manager question — “How is the salon, spa, or clinic doing?” — at a glance, without opening the calendar and counting bookings by hand. It is a read-only dashboard: there is nothing to create, edit, or delete. You look at the numbers and, optionally, narrow the Workforce Monitor to a date range.
Overview
The page is built from three stacked sections, read top to bottom:
Four headline count tiles: today's appointments, upcoming this week, completed this month, no-shows this month. Fixed windows — not affected by the filter.
A per-provider performance table: appointments, completed, no-shows, booked hours, revenue, and commission for a chosen date range. The only section the date filter changes.
The all-time average star rating (with count) plus the 10 most recent published reviews. Always all-time; never re-dated by the filter.
Who uses it, and for what
| Role | Typically reads | To answer |
|---|---|---|
| Front desk | The four top tiles | “How busy is today? How is the month trending?” |
| Manager / team lead | Workforce Monitor + Reviews | “Which providers earned the most last month? What's our service quality?” |
Dashboard KPIs & today widget
Across the top of the Reports page sit four headline count tiles. Each shows a single whole number and gives an instant pulse of activity and reliability. They are computed the moment the page loads and cannot be re-dated — each has a fixed window.
(Example figures — your tiles show live counts.)
What each tile counts
| Tile | Window | Exactly what it counts |
|---|---|---|
| Today's Appointments | Today | Active (not cancelled, not deleted) appointments whose date is today, in the company timezone. |
| Upcoming this week | Rolling 7 days | Active appointments from today through today + 6 days. This is a rolling 7-day window — not a Monday–Sunday calendar week. |
| Completed this month | Calendar month | Appointments with status Completed dated within the current calendar month (1st to last day). |
| No-shows this month | Calendar month | Appointments with status No Show dated within the current calendar month. |
The Today's Appointments dashboard widget
Separate from the Reports page, the main ERPat dashboard carries a Today's Appointments widget for the front desk — a quick at-a-glance list of the day's bookings so you don't have to open the calendar first thing in the morning.
- A panel titled Today's Appointments with a calendar-check icon.
- Per row: the start time, the customer name, a short service summary, and the current status chip.
- When the day is empty it simply reads “No appointments today.”
Workforce Monitor (metrics explained)
The Workforce Monitor is a table that breaks performance down per staff member (provider) for the selected date range. Each row is one provider; the columns compare them side by side. This is the section managers use to compare providers over a chosen period — and it is the only section that responds to the date-range filter (which defaults to the current calendar month).
| Column | What it means | Which statuses count |
|---|---|---|
| Provider | The staff member who delivered the service (the appointment's assignee). Rows are grouped by provider. | — (a blank/unresolved name shows as -) |
| Appointments | How many appointments this provider had in the range. | All in range for that provider |
| Completed | How many of them were marked Completed. | Completed only |
| No Show | How many were marked No Show. | No Show only |
| Booked hrs | Booked hours: total scheduled service time. Each appointment's duration (minutes) is summed and divided by 60. Shown to one decimal place. | Every status except Cancelled and No Show (so Pending, Confirmed, Checked In, In Progress, and Completed all count) |
| Revenue | Revenue: the sum of the total amount of this provider's completed appointments. Right-aligned currency. | Completed only (everything else counts as zero) |
| Commission | Commission: the commission recorded on the line items of this provider's completed appointments. Right-aligned currency. | Completed only (non-completed contribute zero) |
Sorting & the empty state
- Sort order: rows are auto-sorted by Revenue (highest first), then by appointment count — so your top earners are always the first rows. You don't sort manually.
- Empty range: when no providers match the chosen dates, the table shows a single grey centered row: “No appointments in this date range.”
- Unresolved name: if a provider's name can't be resolved for a row, the Provider cell shows a dash
-.
Why hours and revenue don't move together
The most common point of confusion: Booked hrs and Revenue use different status rules on purpose.
Items Used report
“Items Used” refers to the products your team records against appointments — either back-bar consumption (supplies used during a service, priced 0 to the customer) or retail sales (products sold to take home). The distinction matters for both stock and billing:
| Line type | Priced to customer? | Stock effect | On the bill? |
|---|---|---|---|
| Back-bar use (consumption) | No — priced 0 | Decrements inventory on completion (if Warehouse is on); captured at unit cost | Never |
| Retail sale | Yes — carries a retail price | Decrements inventory on completion (if Warehouse is on) | Yes — billable at checkout |
How to see items used today
Until the aggregated report ships, items used are visible per appointment, not as a rolled-up report. To review what was consumed or sold:
-
Open the appointment
On the Calendar or list, open the appointment's detail card.
-
Read the Items table
The detail card's Items table lists each line's item/service name, quantity, and price. Back-bar lines are priced 0; retail lines carry a price.
-
Or open Manage Items
Click Manage Items to see each line's type (Back-bar use / Retail sale / Service), quantity, and cost/price in full detail.
Commission
Commission is a percentage of each completed service line's price, captured on that line at the moment the appointment is completed, and then summed per provider in the Workforce Monitor's Commission column.
How commission is set and captured
-
A manager sets the commission percent
The Commission % lives on the Appointment Settings page (gated by the Manage Appointment Settings permission). It is a per-tenant value, so each business has its own rate.
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Front desk marks the visit Completed
When an appointment moves to Completed, the system captures the commission on each service line based on the configured percent. This is part of the same one-time completion logic that also decrements back-bar stock and awards loyalty points.
-
The Monitor sums it per provider
Reports adds up the commission recorded on the line items of each provider's completed appointments in the range and shows the total in the Commission column.
Filtering by date range (SOP)
The Workforce Monitor panel carries an inline date-range filter: two date inputs (a Start date and an End date, separated by an en-dash) and a Filter button. Both dates are inclusive and are matched against each appointment's start date. The filter defaults to the current calendar month.
| Field | Required | Default | Notes |
|---|---|---|---|
| Start date | No | 1st of the current month | First day (inclusive) of the range. Blank or malformed input silently falls back to the first of the current month. |
| End date | No | Last day of the current month | Last day (inclusive) of the range. Blank or malformed input silently falls back to the last day of the current month. |
SOP — compare provider performance for a period
Actor: Manager (holding the Appointment Reports permission).
-
Open Reports
From the Appointments menu, click Reports. The page loads with the Workforce Monitor already showing the current calendar month.
-
Set the Start date
In the Workforce Monitor panel, click the first date input and pick the first day of the period you want (for last month, the 1st of that month).
-
Set the End date
Pick the last day of the period (for last month, its last day). Both ends are included in the range.
-
Click Filter
The page reloads with ?start_date=…&end_date=… in the URL and the Workforce Monitor recalculates for that window. The two date inputs keep the values you chose.
-
Read the rows
Each provider's row now reflects the chosen range: Appointments, Completed, No Show, Booked hrs, Revenue, and Commission — sorted by Revenue, highest first.
Reviews panel
Below the Workforce Monitor sits the Reviews panel — the retention half of the dashboard. It surfaces overall service quality and the most recent customer feedback.
- Header summary: a gold star with the all-time average and the number of ratings, e.g. “★ 4.6 (23)”. The average covers published reviews with a rating greater than zero, rounded to one decimal. It only shows when there is at least one rating.
- Recent list: up to the 10 most recent published reviews. Each row shows gold stars (one per rating point), the customer name (or “Customer” if unknown), the service name and staff name as small middot-separated labels, and the comment if one was written.
- Empty state: “No reviews yet.” when there are no published reviews.
Reading the numbers (tips)
A few habits make this dashboard genuinely useful rather than just decorative.
If a provider's Revenue looks lower than expected, confirm their appointments are actually marked Completed. Un-completed appointments contribute zero to Revenue and Commission, so they simply haven't “counted” yet.
Rows are pre-sorted by Revenue (highest first), so your best performers are the first rows — no manual sorting needed.
Read the No-shows this month tile alongside each provider's No Show count to see whether no-shows cluster around specific providers or times.
The average-rating summary in the Reviews header is a quick service-quality signal; scan the recent reviews below it for the reasons behind any low ratings.
How to read one Workforce Monitor row
Take a provider row left to right and it tells a story: Appointments is total workload; Completed and No Show are reliability; Booked hrs is scheduled time (all live statuses); and Revenue + Commission are the settled money (completed only). A healthy row has Completed close to Appointments, few No Shows, and Revenue that tracks with Booked hrs as the period matures.
Common questions
By design. The date filter only affects the Workforce Monitor. The four top tiles are fixed to today / this rolling week / this calendar month, and the Reviews panel is always all-time. Only the Monitor table redraws when you click Filter.
A provider has lots of Booked hrs but zero Revenue. Is that a bug?No. Booked hrs counts every non-cancelled, non-no-show appointment (Pending, Confirmed, Checked In, In Progress, Completed), but Revenue and Commission count only completed appointments. Early in the period the provider has scheduled work but hasn't completed it, so revenue is still zero. Complete and check out the visits and revenue will appear.
An appointment isn't showing in any provider row. Where is it?Appointments with no assigned provider (an unresolved “any available provider” booking) are excluded from the Workforce Monitor entirely. Assign a provider to the appointment for it to appear.
Why doesn't Commission match what I expect for a provider?Commission is captured per service line at completion, using the Commission % that was in effect then. If the rate changed after some visits completed, earlier visits keep their original commission — the Monitor sums what was actually recorded, not a recalculated figure. Also, only completed appointments contribute; non-completed lines add zero.
Where is the Items Used / back-bar consumption report?It's a Phase-2 item referenced in the language file but not built into this screen yet. For now, view items used per appointment via the detail card or Manage Items. See the Items Used report section above.
A recent review isn't in the Reviews list. Why not?The panel shows published reviews only, and just the 10 most recent. A review that isn't published yet won't appear, and older reviews drop off the bottom once there are more than 10 newer ones. The list and average are all-time, never date-filtered.
Can I export or drill into these numbers?Not from this screen. Reports is read-only — no export, no CSV, no drill-down into individual appointments. To inspect a single booking, open it on the Calendar; to work with invoices, use the core Invoices module via Checkout.
Metrics legend
A quick reference for every figure on the page and which statuses drive it.
#f0ad4e. All-time; ignores the filter.
Related pages
Invoicing and payment that produce a visit's total amount — the basis for Revenue.
Set the Commission %, loyalty rate, and review-request options that shape these reports.
Providers, service durations, and buffers that feed Booked hrs.
The full booking-to-payment SOPs that generate everything you read here.
Booked hours, revenue, commission, provider, published review, star rating.