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Reports

When you first log ininto topickAtime, youryou'll accountland from the pickAtime home page, you will be in the Admin tool and will default toon the Event Reporting page withinby the Admin tool.default. Reports are dividedfall into two categories: Event-Specific and Account-Specific.

Event Event-Specific Reports

UnderSelect your event from the Event pull-down,down. selectIf your PTAevent's event.dates Onhave thealready Event-specific reports, you will see a Dates area where you canpassed, enter a fromFrom/To date andrange ato topull date.historical Itdata — otherwise, this is only necessary to enter values in these fields if the dates of your event have passed.optional.

You

will
have the optionReport ofWhat theit followingshows reports:

Teachers' Schedule

This shows the appointment

Appointment schedule for eachper teacher. UnderSupports Additionalfiltering reportby fields,teacher, the links "Student's contact's field",  "Parent's contact's fields", and "Appointment fields" are available on this report. There will also be a pull-down where you can select the report for a specific teacher name.

You can also check the boxplus "Show All Slots" to reviewsee theevery slot (booked or not). Can be emailed to all teachers or one individual.

Teachers' Appts Number of appointments scheduled per teacher Teachers' Slots Number of available vs. total slots per teacher Teacher By Rooms Sorted list of allappointments slotsby forroom your— teachers.includes

Onroom, theteacher, Teachers'time, schedule, you have the option to email the report to all your teachers or to an individual teacher. In the Teacher pull-down, you can select All or the name of an individual teacherstudent, and thenparent. select the orange Email Report button.

Teachers' appts

This report displays the number of appointments that have been scheduled for each teacher.

Teachers' slots

This report displays the number of available slots and the total number of slots for each teacher.

Teacher By Rooms

This will produce a sorted list of all appointments for each room. The report displays the room number, the teacher's name, the time of the appointment, the student's name, and the parent's name. Under Additional report fields, you will see three links: "Parents' contact's fields", "Student's contact's fields", and "Appointment fields". These links can be used to add additional information to the report, such as studentID, parent email address, etc.

In this report, you can check the boxSupports "print one per page" to havefor a page break byper room.

Parents’Parents' Schedule Sorted

This will produce a sortedappointment list of the appointments for eachper parent. UnderFilterable Additionalby reportindividual fields,parent; the links "Student's contact's field" and "Appointment fields" are available to add additional student and/or appointment information to this report. There will alsocan be a pull-down where you can select the report for a specific parent name.

On the Parents' schedule, you have the option to email the reportemailed to all your parents or to an individualone parent. In the Parent pull-down, you can select All or the name of an individual parent and then select the orange Email Report button. 

*This report canCan be sent directly to theparents.

parents

Students’Students' Schedule

This

Sorted will produce a sortedappointment list of the appointments for eachper student. UnderFilterable Additionalby reportindividual fields,student. the links "Parent's contact's field" and "Appointment fields" are available to add additional parent and/or appointment information to this report. There will also be a pull-down where you can select the report for a specific student name.

*This report canCan be sent directly to thestudents.

students

Number of parentsParents and studentsStudents

This will display the number

Count of parents and parents/students whowith have appointments in the system. This will beappointments, sorted by date iffor yourmulti-day eventevents spans several days.  

Appointment Histogram

This report shows the number

Number of appointments by date and time.time

Appointment Count by parentParent

This will provide a list

List of all the parents whoand havehow bookedmany appointments andeach thehas numbermade of appointments they have made. Under Additional report fields, the link “Parent’s contact’s fields” is available to add information (such as email address) to this report.

Appointment Count by studentStudent

This will provide a list

List of all the students wherewith thebooked parentappointments has made an appointment. Under Additional report fields, the link "Student's contact's fields" is available to add student information to this report.

Students withoutWithout anyAny scheduledScheduled parent-teacherAppointments appointments

This will provide a list of all the students

Students whose parents havehaven't notbooked madeany anappointments. appointment.

*This report canCan be sent to theparents.

parents

Students withoutWithout anyAny scheduledScheduled parent-teacher appointmentsAppointments by Class Per-class

Thisgaps will— provide a list of all the students whose parents have not made an appointment for a class. Ife.g., a student is enrolled in 7 classes,classes andwith theonly parent has5 booked appointments with 5 of the 7 teachers, this report will listshow the 2 teachersmissing. where the parent has not booked an appointment.

*This report canCan be sent to theparents.

parents

All Teacher/Team Appointments

This report is similar to the

Like Teachers' ScheduleSchedule, report.but However,for ifteachers you have created any teams of teachers, each teacher will haveon a team, shows a combined master schedule showingof allboth appointments booked with them individuallyindividual and allteam appointments booked with them as a team. 

Class Rosters

This report will show the class

Class roster for eachper teacher/class.class

Appointments by Date/Time All appointments listed chronologically Display Only Empty (Not Blocked) Slots List of open, unblocked slots per teacher

ThisAdditional Report Fields: Most reports support adding extra columns via links like "Student's Contact Fields," "Parent's Contact Fields," and "Appointment Fields" — useful for pulling in details like email addresses or Student IDs.

Managing Reports

Every report will list each appointment by date and time. 

Display only empty (not blocked) slots

This report displays a list of empty slots for each teacher. 

Managing Reports

For every report generated, you havesupports the following options:

    Action Description

    Format:Format Print, Exportexport to XML, or Exportexport to a Tab-tab-delimited file(Excel-compatible) (Excel compatible).

    Email Report:Report Send the report directly to yourself or others.others

    Save Settings: If you customize a report (e.g., by adding "Additional report fields"), click

    Save Report Settings. TheSaves systemcustomizations will(e.g., rememberadded thesefields) preferencesso thethey persist next time you run the report.report

    Automated Delivery: Administrators can click

    Schedule Report Delivery to setSet a date range, time of day, and frequency for automated email delivery.delivery

    Save

    Report Settings

    There is also an option on any report to save the settings for that report. For example, if you add additional fields to your report, such as the email address of the participant, you can now add these fields and then select the Save Report Settings button, and your new selection will be saved. The next time you return to this report, you will see the additional fields displayed.

    Account Account-Specific Reports

    To access these, toggle the viewToggle to Account Reports mode.mode Theseto coverview data across your entire vendor account.account (all events).

    You

    will
    have the optionReport ofWhat theit followingshows reports:

    Settings

    The

    Your Settingsaccount's reportauto-generated will list thescheduler URL that was automatically created for your online scheduler. 

    Account -– Invoices and Payments

    This

    Account reportbalance, willinvoice display the balance on your account. It will also list your invoiceshistory, and payments.payment Youhistory. can click onClick an invoice # to seeview theit invoice. On any invoice page, you will have the option toand pay by credit card.

    Problem Appointments

    If there are any "problem appointments" on your account, this report will provide you with a list of these appointments. A "problem appointment" is an appointment that has been

    Appointments placed "on hold". For— example,e.g., if you deletewhen a slot that hadwith an existing appointment onis it,deleted, the appointment isisn't notdeleted automaticallybut deleted.flagged Thehere appointmentfor isreview tagged as a "problem appointment", and you must decide what you will do with this appointment.

    Appointments from allAll eventsEvents

    This report will display a list of all

    All appointments fromacross allevery event on your events.account

    Appointments for allAll Roster eventsEvents

    This report will display a list of all

    All appointments fromacross allevery Roster events.event

    Contacts withoutWithout appointmentsAppointments

    This

    Contacts report will display a list of all the contacts that havewho've logged intoin yourbut account and have notnever booked an appointment.appointment The "Contact's fields" link is available on this report to add contact information (ex. email address) to your report.

    List of Admins

    This

    Admin reportemails willand displayaccess alevels. list of your admins. It will show you the email address that was imported, as well as the Access Level provided to each admin. WhenFor teachers are imported, they are automatically given(auto-assigned Appointment Viewer access, andaccess), this report will also showshows youwhich theresources/teachers resourcesthey (teachercan names)access. thatClick each teacher has access to. To see when your admin(s) last logged in, click the green “Additional Fields”Fields button→ and then select “Last Logged In.”In

    to see last login dates.

    % Full

    If you have multiple events, this will show you the percentage

    Percentage of booked slots out of the totalvs. available slots.slots,

    across multiple events

    Cancelled Appointments

    This report lists all

    All cancelled appointments, thewith datecancellation date/time and time the appointment was cancelled, and the email address of the Contact Person who cancelled the appointment.

    Appointment Counts for allAll Events

    This will provide you with the total

    Total appointment counts foracross allevery yourevent events.

    Resource Mapping

    This report ​shows

    Shows all the Resources on your eventsresources and the contacts (if any)their associated withcontacts/teachers each— Resource.​useful Forfor Parentverifying TeacherTeam Conferenceassignments scheduling, this willParents allowWithout youStudents Parents not linked to checkany thestudent connection between assignedStudents contactsWithout (teachers)Parents and Teams.

    Parents without Students

    This report ​displays a list of parents ​who are not associatedlinked withto any students.

    parent

    Students

    without Parents

    This report ​displays a list of students ​who are not associated with any parents. 

    Parent-Student Relationship

    This

    Table reportof ​displaysall aparent-student tableassociations ​showing the association between parents and students. ​

    Scheduled Report Delivery

    This

    Overview of your automated report ​displaysdeliveries the— detailsrecipients, offrequency, ​yourlast Scheduledsent Reportdate. DeliveryDelete settings.entries Thishere showsto thecancel reports you havea scheduled fordelivery. delivery, what the time period is for those reports, who the report is going to, the interval frequency of the report, and when the report was last sent. You can also cancel the Scheduled Report Delivery from here by selecting the delete option next to the report.

    Appointments Summary by Contacts

    This report allows admins to see appointments

    Appointments booked by specific contact(s), onacross all events acrosson the Vendoraccount account.

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