Schedule at a Glance report

Was this article helpful?
3 out of 3 found this helpful
Follow

SUMMARY

This Schedule at a Glance report is used to show every service scheduled at your business for the day, week, or month. It's one of the few places in the system where appointments, classes, and enrollments are displayed all in one place.                                                        

With this report you can:

  • See what services your staff members are scheduled to render today.
  • Generate a report of your scheduled appointments and reservations in the past, present, or future; along with the status of each visit.

CONTENT

 

Schedule at a Glance report location

  1. Go to the Reports tab and choose Staff from the tabs on the left.
  2. To narrow the list, select Administrative from the filters, and then click Schedule at a Glance to open the report.

Note: You can always use the search bar at the top right to search for Schedule at a Glance by name, and if it’s a report you use often, then consider making it one of your favorites.                                     

Back to top

 

How to generate the report 

1. Dates

To select a date range, type the dates in, or click on Quick Dates to choose from Calendar Months, To Date, and Rolling Averages.

Back to top

 

2. Filters

You can narrow the report's results by modifying the following fields:

  • Show Tagged Clients Only: Checking this box will display only previously tagged clients.
  • Date:  First, choose from the dropdown menu to select either "Date of service" or "Date created."
  • Visit Location: If the business has multiple locations, then a location will need to be chosen from the location dropdown menu.
  • Staff: Choose a specific teacher, several teachers, or all teachers from the dropdown menu to view your staff's schedules.
  • Service Category: Choose to filter the report for a specific service category, several service categories, or all service categories from the dropdown menu.
  • Status: See below for status definitions.
  • Scheduling Method: Choose to filter the report for services scheduled by a staff member only, or through your business online.

Back to top

 

3. Options

These options will appear only if staff members have permission to view the information. See the descriptions below for more information:

  • Account Balances
    • When you tick the checkbox, the client's current account balance will display when the report is generated. 
    • This option appears only for staff who have the "View client account/purchase history" permission on the Staff Permissions page.
  • Sessions Remaining:
    • When you tick the checkbox, the remaining sessions on the pricing option being used to pay for the visit will display. 
    • This option appears only for staff who have the "View client account/purchase history" permission on the Staff Permissions page.
  • Phone Numbers:
    • When you tick the checkbox, a column will appear to display client phone numbers.
    • This option appears only for staff who have the "View client profile" permission on the Staff Permissions page.
  • Scheduled by:
    • When you tick the checkbox, the staff member who was logged in when this visit was scheduled will display. 
    • This option appears only for staff who have the "View client schedule" permission on the Staff Permissions page.
  • Rooms:
    • When you tick the checkbox, if the visit is scheduled with a room, then an extra column will show the room selected.
    • This option appears only for staff who have the "View client schedule" permission on the Staff Permissions page.

Back to top

 

4. Generate

  • Go!: This will generate the report based on the filters that you set. Note: If you click Go! and nothing happens, then your staff members have not completed any appointments or reservations between the Start Date and End Date filters.

 

Additional options

After the report has been generated with the information required, additional options are available under the fourth filter, Generate, to keep records of the information or save the information and continue to use the data in other reports by means of "tagging."

 

Print, export, or save

  • Print This Report: This will open your computer's print menu so that you can print the report.
  • Export to Excel: This will generate a spreadsheet containing the report's data in Microsoft Excel. To learn about exporting reports to Excel, click here.
  • Export to PDF: This will format the report’s results into a PDF file that can be saved to your computer. Printing directly from a PDF may solve formatting issues that arise when trying to print reports directly from an internet browser.
  • Save This Report: Click here to learn about using the Save This Report feature.

Tag and use data for other reports

  • Tag Add: Adds the list of clients displayed to the list of clients you have tagged in the past. Click here to learn about tagging clients.
  • Tag New: This deletes the old list of tagged clients (it doesn't actually delete the clients, just the list), then it adds everyone displayed to a new list of tagged clients. It's the closest thing we have to starting with a new list of tagged clients. Click here to learn about tagging clients.
  • Untag clients: This will remove any clients generated by the report from the tagged list. Click here to learn about tagging clients.
  • Constant Contact: You can use this feature to convert the report’s results into a new contact list in Constant Contact. Simply click the Constant Contact icon, give the contact list a unique name, and click Export. You can find this newly created list in your Constant Contact account.

Note: The checkboxes and radio buttons in the report's filters are sticky; meaning, they'll remember what settings your user login prefers.

Back to top

 

Understanding your results

Results are displayed by date or by employee, depending on the preference you've set in the Options filter. 

  • Day: The day of the client visit.
  • Date: The date of the client visit.
  • Time: The time of the scheduled client visit.
  • Description: The type of visit or service that is scheduled.
  • Staff: The staff member/teacher the visit is scheduled with. This column will not show if the user filters the report by a specific staff member.
  • Room (if option is checked): The room that the visit is scheduled to take place in. This column will only appear if the checkbox for “Resources” is checked in the options section of the report.
  • Location: The location in which the visit will take place. If the business has only one location then this column will not show.
  • Client: The name of the client who scheduled the visit. A membership icon will show for clients who are members, and a first visit icon will show next to clients who are visiting for the first time. A client unpaid icon will also display for clients who owe. If you've enabled the "User Defined Search Field for Clients" and "User Defined Field in Schedules" options in General Setup & Options, then for company profiles the "Company Name" will replace the client name in this column.
  • Notes: These are any notes that were added to a client's appointment for any given day.
  • Account balance (if option is checked): The client's current balance that they have on their MINDBODY account, be it positive or negative. This column will only appear if the checkbox for “Account Balances” is checked in the options section of the report.
  • Remaining (if option is checked): The remaining sessions left on the pricing option being used to pay for this visit. This column will only appear if the checkbox for “Sessions Remaining” is checked in the options section of the report. To group negative numbers at the top and view unpaid visits, you can click the "Remaining" heading to sort the column.
  • Phone # (if option is checked): The client's phone number. This column will only appear if the checkbox for “Phone Numbers” is checked in the options section of the report.
  • Icons: Was the visit scheduled online or through a MINDBODY app? Is the client a member? Check this column to find the answers to these questions and other helpful indicators. Click here to see what each icon means.  
  • Status: The status of the visit (Arrived, Completed etc.) divided by appointments and classes.
  • Scheduled by (if option is checked): The client or staff member that scheduled the visit. This will only appear if the checkbox for “Scheduled By” is checked in the options section of the report.

 

Status definitions

For appointments:

  • Arrived: The "Arrived?" checkbox has been selected for the client's appointment on the appointment schedule. This typically means that the client has physically shown up for the appointment. This status is retained until the appointment is completed (i.e., checked out).
  • Booked: Any non-confirmed appointment that's booked in the future. Any appointment from the past will be considered Arrived, Completed, or a No Show.
  • Completed: The appointment has been checked out and paid for.
  • Confirmed: Any future appointment where the client has verified that they will indeed be coming, and a staff member then checked the "Confirmed?" checkbox for the client's appointment on the appointment schedule.
  • Late Cancel: When the client cancels, but not within the cancellation window located on the General Setup & Options screen. The client will then be charged for the cancelled appointment. Late cancellations can be better than No Shows because, depending on when the client cancelled, you might have some time to fill their spot.
  • No Show: When a client books an appointment, but the appointment was never checked out, early canceled, late canceled, marked arrived, or marked as confirmed. Meaning, your staff member did not check out the appointment or the client never showed up. Your client has not yet been charged for this appointment.

For reservations:

  • Reserved: A space reserved in a class or enrollment for a future date.
  • Signed-In: Clients have the checkbox ticked for a class or enrollment's "Signed-In" column on the Sign-In screen, or have signed in via the Sign-In or Self Sign-In screens
  • Absent: The client was never marked as "Signed-In" on the Class Sign-In sheet for a class or enrollment. The client probably signed up, but never showed up.
  • Late Cancel: This means the client cancelled, but not within the cancellation window located on the General Setup & Options screen. The client will be charged for the cancelled appointment. Late cancellations can be better than No Shows because, depending on when the client cancelled, you might have some time to fill their spot.
  • Made-Up: This indicates an absent visit that has since been made-up by taking another qualifying visit. Meaning, they missed their first booking for the class or enrollment, but you let them use their pricing option to retake the service later. Learn about make-ups, here.

Back to top

 

Permissions that control access to this report

To view and run this report, one of the following permissions must be enabled for you or your staff's login group:

To grant or restrict access to this report, just hit the Home tab and select Staff from the submenu. Choose Tools at the top right and click on Staff Permissions.

Staff_Permissions_in_Tools.png

  1. Select permission group from the dropdown menu.
  2. Click on Report Permissions.
  3. Check or uncheck the applicable permission.
  4. Click Update.

Back to top


ADDITIONAL RESOURCES

 

 









0 Comments
Powered by Zendesk