Reports provide you with a gateway to obtaining important insight into your business health, growth and areas of opportunity, through a detailed breakdown of several key metrics. You can generate several standardized reports, or, alternatively, metrics and criteria of your choice can be specified when building custom reports.
The Schedule By Staff report allows you to retrieve information pertaining to all past, present and future appointments by staff member. This report can include date, service, location, appointment status, price, and client information for scheduled appointments.
The Summary By Staff report provides you with a snapshot of statistics by service. This report can include the times, number of attendees, times performed, charges, tips, and total earnings for each service that your business offers.
The Summary By Client report offers a glimpse at the same statistics as outlined within the Summary By Staff report, although this information is displayed by client.
The Build a Custom Report tool allows you to select your own criteria for what metrics or statistics you want to include in your report. This is the most popular report type.
Waitlist reports are available only when the Waitlist feature is active at your company. This report will list all waitlist requests currently active.
Activity Overview provides you with a brief summary of appointment information by client.
Contact Information provides you easy access to the contact information for all your clients. You could use this if you want to retrieve all your client’s emails for a special campaign.
Customize the data you wish to see in each report based on multiple filter options, including Location, Staff, Service, and Status.
You can choose whether your report will display only appointments Booked by Staff, only appointments Booked by Client, or appointments booked by both.
You can set the Date Range for the data that you want to collect in each report.
For each report, you can choose whether to “Generate Report” (view report in your web browser, for a printer-friendly view) or “Export Report” (saves report as a .csv file, ready to be opened in Microsoft Excel or an equivalent application).
Note: When viewing report in your web browser, it is possible to export either currently viewed page or all generated data.
This is the most flexible way to export your data from Coconut. Note that these exports are based on Attendees. This means that appointments with more than one client may have multiple rows in the export.
- Date Range. Pick a specific date range. These are inclusive dates, so appointments on both the start and end date are included in the export.
- Appointment Date Range. Choose “appointment date” to include appointments whose start time is in the date range. Choose “When appointment was booked” to include appointments that were booked in the date range.
- Select location, staff, service, and appointment status to include. These are additive, so selecting more options should show more appointments. The filter drop downs at the top right make quick selection of All, All Active, and All Archived.
Columns to include
- Select the Fields and Questions you want to include in the export. These are added as additional columns.
- Timestamps are available in UTC and in the appointment location’s timezone.
- Start, End, Created, and Updated are the timestamps for the appointment, and will be the same for each attendee in the same appointment.
- Status, Type, Notes are from the appointment, and email notes are from the attendee.
Creating Appointment Reports
The exports include a new row for each client in the appointment. To report on appointments instead of their attendees, you can filter out unique values of the Appointment ID field in Excel. This will show only one row for each appointment, allowing for appointment-level reporting in Excel.
Note that with this approach, the client details and the answers to questions will only show values for one of the attendees. To aggregate reports on clients or answers to questions, you should use the full dataset with the multiple rows per appointment.
All staff member permission types aside from Contact Centre roles have access to generate, and export, and view reports for appointments they have access to. So, a Staff can only report on their own appointments and clients, whereas an administrator can report on the entire company’s statistics.
From your Coconut Dashboard, navigate to Reports from the menu bar.
To generate a standardized report, click on your choice of Schedule By Staff, Summary By Staff, or Summary by Client.
Click on Build a Custom Report to create a customizable report.
Click Requests to generate a report for active wait list requests.
Click Activity Overview or Contact Information to generate the corresponding report.
After selecting the report you wish to create, the report set-up screen follows. Here, you can specify the preconditions and metrics that you wish to include. (Refer to Report Options above for more information on the available preconditions and metrics you can choose from).
Click Generate Report to view your report in your browser.
It is possible to export all data or the data from the currently viewed page using Export All and Export Current Page buttons accordingly.
Click Export Current Page to save an .csv file of your report, to open in a spreadsheet application.