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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.

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

This shows the appointment schedule for each teacher. Under Additional report fields, 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 box "Show All Slots" to review the list of all slots for your teachers.

On the Teachers' 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 teacher and then select the Email Report button.

Teachers' appts

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

Parents’ Schedule

This will produce a sorted list of the appointments for each parent. Under Additional report fields, 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 also 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 report to all your parents or to an individual parent. In the Parent pull-down, you can select All or the name of an individual parent and then select the Email Report button.

Students’ Schedule

This will produce a sorted list of the appointments for each student. Under Additional report fields, 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.

Number of parents and students

This will display the number of parents and students who have appointments in the system. This will be sorted by date if your event spans several days.  

Appointment Histogram

This report shows the number of appointments by date and time.

Appointment Count by parent

This will provide a list of all the parents who have booked appointments and the number 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 student

This will provide a list of all the students where the parent has made an appointment. Under Additional report fields, the link "Student's contact's fields" is available to add student information to this report.

All Teacher/Team Appointments

This report is similar to the Teachers' Schedule report. However, if you have created any teams of teachers, each teacher will have a master schedule showing all appointments booked with them individually and all appointments booked with them as a team. 

Appointments by Date/Time

This 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 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 customizecustomise 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.

Save

EventReport ReportsSettings

First,There useis also an option on any report to save the Eventsettings dropdownfor tothat selectreport. yourFor specific event. Note: You only need to adjust the "From" and "To" date fieldsexample, if you areadd runningadditional reports for an event that has already concluded.

    Teachers' Schedule: A master schedule for teachers. Use "Additional report fields"fields to includeyour contactreport, infosuch oras appointmentthe details.email Youaddress of the participant, you can filternow byadd athese specificfields teacherand orthen checkselect Showthe AllSave SlotsReport Settings button, and your new selection will be saved. The next time you return to this report, you will see the fulladditional schedulefields grid.displayed.

      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. 

        You

        will have the option of the following reports:

        Settings

        Settings:The DisplaysSettings report will list the URL that was automatically created for your accountonline details,scheduler. including your unique public scheduling URL.

        Account -

        Invoices and Payments:Payments

        View

        This report will display the balance on your accountaccount. balance,It transactionwill history,also list your invoices and payments. You can click on an invoice # to see the invoice. On any invoice page, you will have the option to pay outstanding invoices viaby credit card.

        Problem Appointments:Appointments

        Lists

        If there are any "on-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 placed "on hold". bookingsFor (e.g.,example, appointmentsif leftyou behind afterdelete a slot wasthat deleted).had Thesean requireappointment manualon resolution.it, the appointment is not automatically deleted. The appointment is tagged as a "problem appointment", and you must decide what you will do with this appointment.

        Appointments from Allall Events:events

        A

        This consolidatedreport will display a list of bookingsall acrossappointments everyfrom event inall your account.events.

        Appointments for all Roster events

        This report will display a list of all appointments from all Roster events.

        Contacts Withoutwithout Appointments:appointments

        Identifies

        This usersreport whowill registereddisplay ora list of all the contacts that have logged ininto butyour neveraccount finalizedand ahave booking.not booked an appointment. The "Contact's fields" link is available on this report to add contact information (ex. email address) to your report.

        List of Administrators:Admins

        Displays

        This report will display a list of your staffadmins. list,It theirwill importedshow you the email addresses,address that was imported, as well as the Access Level provided to each admin. When teachers are imported, they are automatically given Appointment Viewer access, and theirthis currentreport Accesswill Levelsalso show you the resources (e.g.,teacher Appointmentnames) Viewer).that each teacher has access to. To see when your admin(s) last logged in, click the green “Additional Fields” button and then select “Last Logged In.”

        % Full

        If you have multiple events, this will show you the percentage of booked slots out of the total available slots.

        Cancelled Appointments:Appointments

        A

        This logreport oflists all cancellations,cancelled includingappointments, the timestampdate and time the appointment was cancelled, and the email address of the personContact Person who performedcancelled the cancellation.appointment.

        Appointment Counts for Allall Events:Events

        A

        This birds-eyewill viewprovide ofyou bookingwith totalsthe acrosstotal appointment counts for all your entire history.events.

        Resource Mapping:Mapping

        Shows

        This report ​shows all the relationshipResources betweenon your "Resources" (Teachers)events and the contacts or(if "Teams"any) associated with each Resource.​ For Parent Teacher Conference scheduling, this will allow you to check the connection between assigned tocontacts them.(teachers) and Teams.

        Parents without Students

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

        Students without Parents

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

        Parent-Student Relationship

        This report ​displays a table ​showing the association between parents and students. ​

        Scheduled Report Delivery:Delivery

        A

        This managementreport dashboard​displays the details of ​your Scheduled Report Delivery settings. This shows the reports you have scheduled for yourdelivery, automatedwhat reports.the Viewtime recipientsperiod is for those reports, who the report is going to, the interval frequency of the report, and frequencies,when orthe report was last sent. You can also cancel activethe schedules.Scheduled Report Delivery from here by selecting the delete option next to the report.

        Appointments Summary by Contacts:Contacts

        View

        This report allows admins to see appointments booked by contact(s) on all appointments tied to specific contactsevents across everythe event in yourVendor account.  

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