Calendar Utilization Report

Modified on Thu, 26 Jun at 9:50 AM

This report displays the percentage of time a staff member or resource was booked versus available, based on their scheduled hours.

Things to know:

The ability to access this report is governed by the "Accessing Reports" access control settings
Only staff members with the Service Provider role will appear in this report
If the "Enter Clocked Hours Manually instead of Clocking In/Out" hidden setting is enabled, worked hours will be added to the resource filter. The report will track changes made using the "Record Work Hours" button on the scheduler.
Blockages created on the schedule are subtracted from the available hours shown in the report. For example, if a staff member is scheduled to work for 8 hours but has a 30-minute blockage, the report will display 7 hours and 30 minutes of available time.
If a staff member does not have any scheduled work hours, a dash (–) will appear in all columns for that staff member in the report. However, if the staff member has scheduled appointments, those appointments will still be reflected in the report data.

To access this report:

Navigate to Dashboard
Select the Reports tab
Under the Staff section, select the Calendar Utilization report

When the report loads, you can filter by a specific location, staff, resource, and date. You can choose to view utilization by date or location.

If the By Location button is used at the top of the report, you will be able to easily compare metrics across locations and location groupings to see which locations are doing better or worse on that dimension.

Below the By Location button, you have the option to download the report as a CSV, PDF, or print version.

Once you have selected your filters, click on the UPDATE button to generate the desired data.

Report Filters

Filter	Description
Location	The location where the appointments took place Accounts with One Location: No location filter is shown Accounts with Multiple Locations: The location filter allows you to view data for a specific location or all locations within that account
Staff	The staff member who performed the service during the date range and location selected.
Resource	Resources used during the date range and at the location selected
Date	This range will determine the appointments that were booked during the date range selected.

Report Columns

Column	Description
Staff / Resource	Displays the name of the staff member or resource.
Location (Only displayed when filtered 'By Location)	Displays the location selected in the location filter
Appointments	Displays the total number of appointments scheduled for each staff member during the selected date range.
Booked %	This represents the percentage of available hours that were booked. Hours Booked ÷ (Hours Available × Bookings Per Time Slot)) × 100
Unbooked %	This represents the percentage of available hours that were not booked. Unbooked Hours ÷ (Hours Available × Bookings Per Time Slot)) × 100
Hours Available	Represents the total number of hours a staff member or resource is scheduled to work, minus any blocked time on their schedule. Clocked hours are not included in this calculation. Total Scheduled Hours – Blocked Time
Bookings Per Time Slot	This refers to the total number of appointments a staff member can handle at the same time. This value is configured on the staff member's profile.