Workload by day and hour
The "Workload by day and hour" report shows when the business is busy — by day of the week and by hour. Use it to decide when you need more staff and when the business is quietest.
Before you start
- The report is part of Reports PRO. The other appointment reports are described in Appointment reports.
- The business owner always sees the report. For an employee, the role must include the "By workload" permission in the "Reports / Appointments" group — the permission is not added to existing roles automatically. How to tick a permission: Roles and access permissions.
- The report does not compare the workload with the location's working hours: the numbers show how busy it is, not what percentage of the possible. The map covers the hours from the first to the last appointment in the period.
- Appointments that take up time in the calendar are counted. Cancelled appointments, no-shows and clients on the waiting list are not counted, unless you pick the matching status in the status filter.
How to open it
- Open "Reports" and, among the appointment reports, choose "Workload by day and hour".
- Choose a period in "Date range". The default is "Last 90 days". The period can be at most 366 days.
What you see
The report is a heatmap — a coloured map of the workload: the days of the week run across and the hours run down. The more saturated the colour of a cell, the busier that day and hour is. The scale under the map shows what each colour means, and a cell with no appointments is light grey. Every number is an average per day for the selected period, for example "28 min/day".
"Show" chooses what is measured:
- "Busy time" — the average minutes per day in which something is going on in this hour, including blocked time before and after the service. A group class with no booked clients still counts as busy.
- "Services" — the average number of services running in this hour per day. A group class counts once, however many clients are booked.
- "Clients" — the average number of clients present in this hour per day, every booked seat counted. A group class with no booked clients occupies the hour but adds no clients.
Under the map are:
- "Busiest hours" — the five day-and-hour combinations with the highest value for the selected measure. Next to each it says on how many of the matching days of the period it was busy, for example "Busy on 12 of 13 days";
- "Quietest hours" — up to five windows of consecutive hours on one day of the week with almost no appointments: busy on at most one day in ten, for example Tuesday from 10:00 to 13:00. They are searched for between the first and the last hour with appointments in the period, so the night outside working hours does not count. If there are none, you see "No quiet hours: every hour had appointments on most days.";
- "Busy time by day of the week" and "Busy time by hour of the day" — two charts with the averages.
Filters
Besides the period you can narrow the report by location, employee, resource, service and service category, "Booking Source", status and "Appointment type": "Group classes", "Single appointments" or "All".
Comparing with another period
The "Compare with" filter compares the selected period with another one:
- "Previous period" — a period of the same length, right before the selected one;
- "Same period last year";
- "None" switches the comparison off.
The comparison works when a period is set — a preset such as "Last 30 days" or two dates. Otherwise the report says "Pick a date range to compare it with another period."
With the comparison on, the report:
- shows above the map the average busy time per day, how much it was in the compared period, how it changed in percent, and which period it was compared with;
- shows the change in every cell of the map, with a plus or minus, instead of the workload: cells with more workload are in the app's main colour and cells with less are orange. A light grey cell means "No change or too little data";
- adds "Biggest rises" and "Biggest drops" — up to three cells in each list, with the biggest change. Only changes that rest on enough data are included: the periods must be at least 4 weeks long and the hour must have been busy on at least two days in total. If there are none, the report says "No change worth showing: the differences are too small or rest on too little data.";
- shows both periods in the charts.
If the compared period has no appointments, you see "The compared period had no appointments, so there is nothing to compare with." If the comparison cannot be loaded, the report shows only the selected period and says so.
In an incomplete period, for example the current month, not all days are filled with appointments yet. Compared with a full previous period, the average can look like a drop although the month is not over yet.
Report file
The "Generate report" icon at the top of the screen prepares the report as a file. Where to download it: Download generated reports.