Calendar Utilization Report

Modified on Thu, 2 Jul at 9:21 PM

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
This report does not include appointments marked as no-shows or those that were cancelled.
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.
No Scheduled Hours: If a staff member has no scheduled hours (neither standard profile hours nor custom hours configured) within your selected date range, a dash (–) will appear in their row. However, if they happen to have scheduled appointments during that time, those appointments will still be tracked and displayed in the report normally.
Custom Hours: If a staff member only has custom hours and no standard hours configured on their profile, their hours are still fully counted, and the dash will not appear.
Time Off: If a staff member's schedule within the selected date range consists entirely of approved time off or non-working days, a dash (–) will be displayed.
This report is not visible to businesses that do not offer appointments
The report can be exported in either Summary View or Detailed View, depending on your reporting needs.
- Summary View: Consolidates data by category, such as location, staff member, or service type. This view is ideal for high-level analysis, allowing you to review total revenue and overall performance metrics without reviewing individual transactions.
- Detailed View: Provides a line-by-line breakdown of every transaction (or “ticket”). This view is best for auditing specific sales, reviewing individual client history, or reconciling exact payment amounts for a specific day.

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 value represents the percentage of available hours that were booked during the selected date range. It is calculated using the formula: (Hours Booked ÷ (Hours Available × Bookings Per Time Slot)) × 100 Where: Hours Booked = Total appointment duration within the selected date range Hours Available = Total staff working hours available for booking Bookings Per Time Slot = Number of bookings allowed per time slot
Unbooked %	This value represents the percentage of available hours that were not booked during the selected date range. It is calculated using the formula: Hours Unbooked ÷ (Hours Available × Bookings Per Time Slot)) × 100 Where: Hours Unbooked = Total duration within the selected date range that was not booked for any appointment Hours Available = Total staff working hours available for booking Bookings Per Time Slot = Number of bookings allowed per time slot
Hours Available	This metric represents the total number of hours a staff member is scheduled to work within the selected date range, minus any blocked time. This calculation automatically accounts for both standard hours configured on the staff profile and custom hours. Clocked-in hours are not included in this metric. Formula = Total Scheduled Hours (Standard + Custom) − Blocked Time - add an example too
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.

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