This report is essential to understand how your staff are being used and how valuable they are.
How to run the report
Choose the date range either with a pre-defined option in the dropdown or by choosing your own From and To date.
You can choose dates in the future to see how well staff are booking.
Choose which staff you'd like to filter by, whether to include redeemed treatments (those that are part of a course but have already been paid for) and if you'd like to see data including or excluding VAT.
Choose how you'd like to see the data grouped:
Day by day - see data for each individual day in your date range
Grouped by day - see average data for each day of the week in your date range e.g. the average of all Mondays, Tuesdays etc.
Grouped by week - see average data for each week in your date range e.g. the average of all days in week 1, week 2 etc.
Grouped by month and year is as above.
Be careful of not choosing very large date ranges and inappropriate groupings e.g. every day by day from last year! This will take a long time to produce and may not work at all.
Click "Run report"
When you run the report, the totals of all the staff selected will appear at the top. Underneath it will be the same data for each individual member of staff.
Any staff that have not made any sales or have not been working will not be listed.
This is a really powerful report! Play and find the set ups that are most useful to your business.
What is included in the report
Utilisation numbers are calculated from bookings in the calendar.
The sales numbers are taken from invoices (not payments).
This report includes paid and part paid invoices.
It does NOT include unpaid or voided invoices, payments on account and gift voucher sales (though does include sales that have been paid with gift vouchers).
What the results mean
Total staff utilisation - Total hrs booked / Total hrs avail
Total hrs avail - Total of all hours that were bookable. Does not count breaks but does count blocks.
Total # clients booked - Number of clients that had appts. A client can be counted more than once - if a client has 3 visits, this number will be 3.
Total # services booked - Total number of services present in the calendar. If booked and cancelled, the service will not be counted.
Total # services redeemed - Total number of course or membership services performed.
Total course service booked - Total monetary value of services present in the calendar (whether performed or not).
Total service sales - Total monetary value of services on invoices "sold by" the staff member.
Total course sales - Total monetary value of courses on invoices "sold by" the staff member. This does not count the course services performed.
Total product sales - Total monetary value of products on invoices "sold by" the staff member.
Total sales - Sum of Total course service booked, Total service sales , Total course sales and Total product sales.
Sales/hr avail - Total sales / Total hrs avail.
Sales/client booked - Total sales / Total # clients booked.
Important to know
It is possible for a sale to be attributed to a member of staff who was not working in your selected time period, they would still be included in the report.
If an invoice is created containing a service and is paid, this will be counted in # services even if there was no appointment.
Sales made outside of an appointment are included in Sales/hr booked.
Utilisation is measured against available bookable calendar space, ie the total working time - any breaks and blocks. Divide the total booked appointment duration by this number to get the utilisation %
if a staff has a 10 hr shift, 8 hrs booked and 2 hrs lunch/breaks, they will be 100% utilised.
if a staff has a 10 hr shift, 4 hrs booked and 2 hrs lunch/breaks, they will be 50% utilised (after breaks, they have 8 hrs available).
TIP : š”
If you have a customer that does not pay and has no intention of paying, this will leave an unpaid invoice that will be counted in sales reports. To avoid them being counted as sales, void these invoices.