Appointments report (v2)
Front-desk staff and providers can use the Appointment report to view the appointments booked from different sources, appointments serviced, appointments canceled, and no-shows.
Disclaimer
This article is only for the latest version of Zenoti Reports. Do not compare the data in this version with the data in the previous version.
To access the Appointments report
At the organization or center level, click the Reports icon.
On the Reports page, search for and select the Appointments report.
If the report has many columns, scroll horizontally to the right or left to view all columns.
To view specific data on the report, select the desired filters. For more information, refer to report features on Zenoti.
Click Refresh.
If you generate the report for over a year, click the Email button.
To run the Appointments report
Select the Date type as Booking Date.
Select the Date range as the future date range or past range based on your requirement.
Select the centers for which you require appointment data.
To generate the information for the entire business, select the All option for the Centers filter.
You can further filter the results by selecting a value Appointment Status. For broader appointment data select the All option.
To filter the appointments based on the booking source, select the required option from the Source filter.
To run the report, click Refresh.
If you have selected the Show service segments checkbox while generating the report, you will see two records for the Service and Finish segment types with the actual time the provider performed the segment. The recovery time is added to the last segment. You will not see a record for the Process segment.
You can generate data for the following actions using predefined filters. These filters can be used in combination to narrow down appointment data based on your requirements.
Action | Filters to use |
|---|---|
View appointments by booking date | Date Type > Booking Date |
View appointments by appointment date | Date Type > Appointment Date |
View open appointments | Appointment Status > Open |
View closed appointments | Appointment Status > Closed |
View a log of canceled appointments | Appointment Status > Cancelled |
View no-show appointments | Appointment Status > No Show |
View checked-in appointments | Appointment Status > Checked-in |
View confirmed appointments | Appointment Status > Confirmed |
View a log of deleted appointments | Appointment Status > Deleted |
View a log of appointments booked from:
| Appointment Source |
The table below has descriptions for commonly used column data in the Appointments report.
Column | Description |
|---|---|
Start Time | Date and start time of the service as per the booking. |
End Time | Date and end time of the service |
Service Time (in minutes) | Duration of the service defined while creating the service |
Recovery Time | Configured duration (in minutes) required by the provider to set things in order after completing a service and be ready for the next service. |
Checkin Time | Date and time when the guest checked-in for the service |
Scheduled Service and Recovery Duration | Actual time the provider took to perform the service, including recovery time. |
Default Service Duration | Total time booked to perform the service excluding the recovery time |
Default Service and Recovery Duration | Total time booked to perform the service including the recovery time |
Actual Start Time | Date and time when the appointment was last marked as Start If the employee has marked the appointment as Start by mistake, then changed the status to Undo, and again marked the appointment as Start, the actual start will be updated with the new timestamp. |
Actual End Time | Date and time when the appointment was last marked as Complete |
Actual Invoice Duration | Duration of a service calculated by subtracting the actual start time from the actual end time. |
Scheduled Service Duration | Actual time it took for the provider to perform the service, excluding the recovery time. |
UTM Source | Source from where the appointment was booked, for example, Facebook or email. |
UTM Medium | Medium from which the appointment was booked, for example - email, referral link, SMS, etc. |
Additional column descriptions
The table below contains information about additional columns in the Appointments report.
Column | Description |
|---|---|
Appointment Date | Date on which the appointment was scheduled to be performed |
Booked Date | Date on which the appointment was booked |
Invoice No. | Invoice on which the appointment was booked |
Guest Name | Guest who booked the appointment For surprise visits, this name is the recipient guest name. To view guest the guest profile, click the guest name. |
Guest Code | Unique code that identifies the guest |
Gender | Gender of the guest as per the appointment |
Email address on the guest's profile | |
Service Name | Service taken by the guest If a service has segments, the details of each segment appear in a separate row. |
Add-On | Service has an add-on or not |
Provider | Provider who performed the service |
Provider Code | Unique code that identified the provider who performed the service |
Request Type | Guest requested for the specific provider; If the guest did not request for any specific provider, you will see Any this column. Indicates if the guest requested for a specific provider with Specific or Any |
Service Category | Category to which the service belongs |
Service Subcategory | Subcategory to which the service belongs |
Day Package | Day or promo package; if the service in the appointment is part of this package |
Room | Room in which the service was performed |
Room Category | Category to which the room belongs |
Equipment | Equipment that was used for the service |
Status | Status of the appointment When the front-desk staff starts or completes the appointment from the context menu, the appointment status does not change. |
Rebooked | Appointment is a rebooked appointment |
Rebooking Source | Appointment is the source for rebooking another appointment for a future date |
Booking Source | Source from where the appointment was booked |
Appointment Category | Category to which the appointment belongs; this is not the same as the service category |
Business Unit | Business unit to which the service belongs |
Center Name | Center in which the service was booked |
Appointment Notes | Helpful notes for the providers that the front-desk staff entered while creating the appointment If there is an appointment note and the appointment is canceled, the cancellation note is appended to the appointment note. |
Booked by | Employee who booked the appointment |
Modified by | Employee who last modified the appointment |
Modified On | Date and time when the appointment was last modified |
Before Appointment | Medium through which the guest was reminded about the appointment |
After Appointment | Medium through which the feedback or thank you message was sent to the guest |
Reason | Reason selected by the front-desk staff when deleting, canceling, or marking the appointment as a no-show |
First Visit | Visit is guest’s first visit |
Surprise Visit | Visit is a surprise visit |
Duration adjusted | Service has guest-specific duration |
Duration last modified By | Employee who last modified the duration |