Attendance Analysis report

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SUMMARY

The Attendance Analysis report allows you to analyze client attendance by service time, day of week, pricing option, visit type, teacher, client, or by day and time. This report will help you to have a better understanding of the largest contributors to your business's growth.

  • Arrivals are not included: Remember to take into account that Arrival service categories are not included when you run a report for all service categories. When filtering to a specific service category, arrivals are included, so sometimes the total number of clients is smaller when you run the report for all service categories than when you run the report for a specific service category.

CONTENTS

 

Location of Report

  • Select the Reports tab and choose Clients from the tabs on the left.
  • To narrow the list, select Visits & Retention from the filters, and then click Attendance Analysis to open the report.
  • You can always use the search bar at the top right to search for Attendance Analysis by name, and if it’s a report you use often, then consider making it one of your favorites. Clients_Visits_Retention.png

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DEFINE YOUR DATA

1.Dates

To manually change the report's start and end dates, you can type the date(s) in, or click on one of the Quick Dates options.

2.Filters

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

  • Show Tagged Clients Only: If you previously tagged a list of clients in the system, then checking this box will display only those clients. Click here to learn more about tagging.
  • Visit Location: You can use this multi-select list to filter by multiple business locations. By default, the filter is set to All Locations.
  • Service Category (Program): Use this filter to select the service categories or class type within a service category that you want the report to consider.
  • Teacher: You can run this report for one particular teacher, or for all of them.
  • Include no-shows and late-canceled visits: By checking this box, clients who have not been signed in on the Sign-In Sheet (for classes), as well as clients who have been late-canceled (for appointments), will show up in the results as well.

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3.Options

You can change the way the report's results are displayed by choosing an item from the "Analysis by" dropdown menu:

  • Service time: This is the time of day that the service (class or appointment) was performed.
  • Day-of-week: This will show attendance for each day of the week.
  • Pricing Options (Series): This shows the pricing option that was used to pay for a visit. If you see an "Unpaid Pricing Option" section here, then it is the total number of clients for whom the teacher did not get paid.
  • Visit type: This analyzes how many visits are associated with your visit types (e.g., class visits, appointment visits, etc.).
  • Teacher: This option will display attendance by teacher.
  • Client: Out of all of your clients saved in the system, how many are actually attending your services? You can run the "Clients" analysis in Detail View too, which will give the name and ID number of each client that's visiting, has no showed, or has late canceled. In Summary and Detail views, you can set a threshold to report on just clients with a certain number of visits or greater.
  • Day and time: This option will display results by the day of the week, in chronological order.

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4.Generate

  • Go!: This will make the report magically appear based on the filters that you set. If you click Go! and nothing happens, then your instructors have not completed any appointments between the start and end dates you've set.

PRINT, SAVE, EXPORT & TAG DATA

  • 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 to Dashboard: Click here to learn about using the Save Reports feature.
  • 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 “Constant Contact," give the contact list a unique name, and click "Export." You can find this newly created list in your Constant Contact account.

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ANALYZE & UNDERSTAND YOUR RESULTS

Once this report has been generated, you can use the dynamic column headings to sort the data.

Service Time

  • Service Time: The time of day during which the service was performed.
  • Paid Visits: The number of clients that the teacher is getting paid for in the given date range.
  • Percent of Total Visits: The percentage of total visits in the selected date range for which the teacher is getting paid.
  • Unique Clients: For the purpose of this report, this number represents the number of unique individuals that visited your business. For example, if ten clients visited your studio last week and three of them visited twice, then only ten of the thirteen visits were unique. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to pay the instructor will appear as unique.
  • Comp/Guest Visits: This column shows you the number of people who were signed into the class free of charge. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to not pay the instructor do appear under the Comp/Guest column. If they were set to pay the instructor, they will not show in the Comp/Guest column. These will also appear in green text on the class sign-in sheet. If a guest was comp'd payment, and not yet signed into the class, check the "Include No-Shows" box under the report "Filters" section for them to appear in the report.
  • Total Visits: This is the grand total of visits clients have made to your business for the given date range. If a client came twice, then he or she will be counted twice.
  • Total Sessions: This column shows how many individual classes or appointments took place during the selected date range.
  • Average: This column shows you: (Comp Visits + Paid Visits) / Total Sessions.

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Day of Week

  • Day of week: This column shows the day of the week and the time of the day that the class was held.
  • Paid Visits: This totals the number of clients that the teacher is getting paid for in the given date range.
  • Percent of Total Visits: This is the percentage of total visits in the selected date range for which the teacher is getting paid.
  • Unique Clients: For the purpose of this report, this number represents the number of unique individuals that visited your business. For example, if ten clients visited your studio last week and three of them visited twice, then only ten of the thirteen visits were unique. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to pay the instructor will appear as unique.
  • Comp/Guest Visits: This field will populate only if “Include no-shows” is checked. This column shows you the number of people who were not signed into the class—not having anything to do with payment. Note: Guests who are compentated by using the Comp/Guest button at checkout with a pricing option set to not pay the instructor do appear under the Comp/Guest column. If they were set to pay the instructor, they will not show in the Comp/Guest column.
  • Total Visits: This is the grand total of visits clients have made to your business for the given date range. If a client came twice, then he or she will be counted twice.

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Visit Type

  • Visit Type: This breaks up the data by class type.
  • Paid Visits: The number of clients that the teacher is getting paid for in the given date range.
  • Percent of Total Visits: This is the percentage of total visits in the selected date range for which the teacher is getting paid.
  • Unique Clients: For the purpose of this report, this number represents the number of individuals that visited your business. For example, if ten clients visited your studio last week and three of them visited twice, then only ten of the thirteen visits were unique. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to pay the instructor will appear as unique.
  • Comp/Guest Visits: This field will populate only if “Include no-shows” is checked. This column shows you the number of people who were not signed into the class—not having anything to do with payment. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to not pay the instructor do appear under the Comp/Guest column.If they were set to pay the instructor, they will not show in the Comp/Guest column.
  • Total Visits: This is the grand total of visits clients have made to your business for the given date range. If a client came twice, then he or she will be counted twice.

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Teacher

This view will break up the report's results by the teacher who taught the class:

  • Service Time: The time of day during which the service was performed.
  • Paid Visits: The number of clients that the teacher is getting paid for in the given date range.
  • Percent of Total Visits: This is the percentage of total visits in the selected date range for which the teacher is getting paid.
  • Unique Clients: For the purpose of this report, this number represents the number of individuals that visited your business. For example, if ten clients visited your studio last week and three of them visited twice, then only ten of the thirteen visits were unique. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to pay the instructor will appear as unique.
  • Comp/Guest Visits: This field will populate only if “Include no-shows” is checked. This column shows you the number of people who were not signed into the class—not having anything to do with payment. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to not pay the instructor do appear under the Comp/Guest column. If they were set to pay the instructor, they will not show in the Comp/Guest column.
  • Total Visits: This is the grand total of visits clients have made to your business for the given date range. If a client came twice, then he or she will be counted twice.
  • Total Sessions: This column shows how many individual classes or appointments took place during the selected date range.
  • Average: This column shows you: (Comp Visits + Paid Visits) / Total Sessions.

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Client

Summary view:

  • Visiting Clients: This shows you how many total clients you had during the given date range for all classes, appointments, and enrollments (workshops).
  • Total Clients: This is the total number of active clients in your database.
  • Percent of Total Visits: This is the percentage of your clients who visited during the selected date range.

Detail view:

  • Client: Client's name.
  • ID: Client's ID number in the system.
  • Paid Visits: The number of clients that the teacher is getting paid for in the given date range.
  • Signed in Visits: This section shows how many visits each client had that were signed in for.
  • No Shows: This section shows how many times each client was a "No Show" in the given date range.
  • Cancelled: This section shows how many times each client cancelled in the selected date range.
  • Total Visits: This section shows the total number of visits for each client in the selected date range.

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Day and Time

  • Day and Time: Day of the week and time of the day in which the class was held.
  • Paid Visits: The number of clients that the teacher is getting paid for in the given date range.
  • Percent of Total Visits: This is the percentage of total visits in the selected date range for which the teacher is getting paid.
  • Unique Clients: For the purpose of this report, this number represents the number of individuals that visited your business. For example, if ten clients visited your studio last week and three of them visited twice, then only ten of the thirteen visits were unique. Note: Guests who are compensated by using the Comp/Guest button at checkout with a pricing option set to pay the instructor will appear as unique.
  • Comp/Guest Visits: This field will populate only if “Include no-shows” is checked. This column shows you the number of people who were not signed into the class—not having anything to do with payment. Note: Guests who are compentated by using the Comp/Guest button at checkout with a pricing option set to not pay the instructor will not appear under the Comp/Guest column.
  • Total Visits: This is the grand total of visits clients have made to your business for the given date range. If a client came twice, then he or she will be counted twice.

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PERMISSIONS TO ACCESS REPORT

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

  • Analysis Reports
  • Schedule at a Glance/Attendance (Everyone's schedule)

Home_Staff_Tools_StaffPermissions.png

To grant or restrict access to these reports,

  1. Go to the Home tab and select Staff from the submenu.
  2. Choose Tools at the top right, and click on Staff Permissions.
  3. Select a permission group from the dropdown menu.
  4. Click on Report Permissions.
  5. Check or uncheck the Analysis Reports permission.
  6. Check or uncheck the Schedule at a Glance/Attendance (Everyone's schedule) permission.
  7. Click Update.

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ADDITIONAL RESOURCES

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