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Reports

Upon logging into your pickAtime account, you will default to the Event Reporting page within the Admin tool. Reports are divided into two categories: Event-Specific and Account-Specific.

Managing Reports

For every report generated, you have the following options:

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

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

  • Save Settings: If you customize a report (e.g., by adding "Additional report fields"), click Save Report Settings. The system will remember these preferences the next time you run the report.

  • Automated Delivery: Administrators can click Schedule Report Delivery to set a date range, time of day, and frequency for automated email delivery.

Event Reports

First, use the Event dropdown to select your specific event. Note: You only need to adjust the "From" and "To" date fields if you are running reports for an event that has already concluded.

  • Teachers' Schedule: A master schedule for teachers. Use "Additional report fields" to include contact info or appointment details. You can filter by a specific teacher or check Show All Slots to see the full schedule grid.

    • Tip: Use the Email Report button to send schedules to all teachers at once or to an individual.

  • Teachers' Appts: A summary of the total number of appointments scheduled per teacher.

  • Teachers' Slots: Displays the total capacity vs. available (open) slots for each teacher.

  • Parents’ / Students’ Schedule: Provides a sorted list of bookings by parent or student name. You can email individual schedules directly from these views.

  • Number of Parents and Students: A high-level count of unique participants, sorted by date.

  • Appointment Histogram: A visual or numerical breakdown of booking density by date and time.

  • Appointment Count by Parent/Student: Lists participants and their total number of bookings. Useful for identifying families with multiple appointments.

  • All Teacher/Team Appointments: Similar to the Teachers' Schedule, but specifically includes "Team" bookings if you have grouped multiple teachers together.

  • Appointments by Date/Time: A chronological list of every appointment in the event.

  • Display Only Empty Slots: A filtered list showing only available (non-blocked) time slots.

Account Reports

To access these, toggle the view to Account Reports mode. These cover data across your entire vendor account.

  • Settings: Displays your account details, including your unique public scheduling URL.

  • Invoices and Payments: View your account balance, transaction history, and pay outstanding invoices via credit card.

  • Problem Appointments: Lists "on-hold" bookings (e.g., appointments left behind after a slot was deleted). These require manual resolution.

  • Appointments from All Events: A consolidated list of bookings across every event in your account.

  • Contacts Without Appointments: Identifies users who registered or logged in but never finalized a booking.

  • List of Administrators: Displays your staff list, their imported email addresses, and their current Access Levels (e.g., Appointment Viewer).

  • Cancelled Appointments: A log of all cancellations, including the timestamp and the email address of the person who performed the cancellation.

  • Appointment Counts for All Events: A birds-eye view of booking totals across your entire history.

  • Resource Mapping: Shows the relationship between your "Resources" (Teachers) and the contacts or "Teams" assigned to them.

  • Scheduled Report Delivery: A management dashboard for your automated reports. View recipients and frequencies, or cancel active schedules.

  • Appointments Summary by Contacts: View all appointments tied to specific contacts across every event in your account.

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