Understand your KPI report numbers tile by tile:
Summary
Total sales - Sum of all paid, part paid and unpaid invoices. Will match Category & Type Sales Report.
Average sale - Total Sales / no. of paid, part paid and unpaid invoices.
Total payments - Sum of all payments excluding those for gift vouchers and account top up (deposits). This is the same logic for the Payments value in the Client Card>General financial summary box.
No of patients seen - No. of patients that had appts on the same day. All appointments present in the calendar are counted except those marked as no shows. A patient will be counted twice if they were seen on 2 different days. They will be counted once if the have 2 appointments on the same day.
No of new patients - No. of clients created in time frame from any method (inc online and from leads).
New patients with appt - No. of new clients that have an appointment booked in the calendar. You can get the list of these patients from the New Clients report found in Reports>Clients & Leads>New Clients.
No of new leads - Total no. of leads created in time frame, duplicates will be counted.
New leads with appt - No. of new leads that were converted to clients and have an appointment booked in the calendar.
Sales & Top 5s
Tiles in these sections contain data taken or derived from the Category & Type Sales Report.
All sales reports in Collums count paid, part paid and unpaid invoices.
Appointments
The donut chart shows the % of appointments made by existing vs new clients.
In clinic activity
Bookings - A booking is defined a one or more appts separated by 1hr or less.
A patient has an appointment at 9am, has a 30min gap then another appointment. This is counted as one booking.
A patient has an appointment at 9am then a 1.5hr gap before their next appointment. This is counted as two bookings.
Reschedules, Cancellations and Deposits - the % numbers are the % of reschedules etc vs total bookings.
Lost bookings
No shows - No. of appointments marked as a no show.
Total cancs - Total no. of cancelled appointments, including late cancellations (reschedules are not counted).
Late cancs - No. of cancelled appointments within your defined late cancellation rules set in Admin>Settings>, including late cancellations (reschedules are not counted).
Cancs without rebook - No. of cancelled appointments that do not have a future booking of a service from the same service category. E.g. patient cancels 1 area Botox and books a HydraFacial = a cancellation without rebooking.
Rebooking - defined as having a future appointment in the calendar by the end of the day of the appointment. A pre-existing appointment in the future will count as a rebooking.
Utilisation
This data is taken from the staff utilisation report.
Retention
Total clients - Total number of patients in database (archived patients are excluded).
Clients seen in last 12, 9, 6 and 3 months - the % numbers are a % of the group vs total clients. The date from which this is measured is the last day of the report date range, not the date of the generation of the report.