Schedule Reporting
Whether you're an established pet care professional or a new user navigating Time To Pet, understanding the available schedule reports can significantly enhance your management capabilities. From tracking pending requests and cancelled visits to accessing printable schedules and monitoring visit volumes, Time To Pet's range of schedule reports offers a comprehensive view of your business's operations.
IN THIS ARTICLE
Locating The Schedule Reports
The schedule report options can be found in Reporting > Schedule:
Pending Requests
This report provides a list of client service requests received within the specified date range. Two alternatives for date filtering are available:
- Received Between - Displays all requests received within the specified date range.
- Processed Between - Displays only requests that were processed (approved or marked unavailable) during the specified date range.
This report is particularly beneficial as it illustrates the duration between the request's receipt and its processing. This information is presented for each specific request, alongside an average for all requests within the specified date range.
Pending Request Volume
This report provides a breakdown of how many service requests were received during the specified date range. If the date range given is less than a month, a daily breakdown will be given. If the date range is greater than a month, a monthly breakdown will be given.
There are two date types that can be considered for this report:
- Received Between - We will use the date that the request was received for this report.
- Date Requested Between - We will use the dates of service that were requested.
For example, imagine a request that was submitted on Tuesday, October 10, 2023 requesting a visit on Monday, November 13, 2023. With Received Between selected, we will use Tuesday, October 10, 2023 as the date. With Date Requested Between selected, we will use Monday, November 13, 2023.
Also included is a chart showing which days of the week got the most pending requests. Again, the date used will change this report. Use Received Between to see which days of the week are most popular for submitting requests and use Data Requested Between to see which days of the week are most popular for visits to occur.
Cancelled Visits
This report is designed to give you a greater insight into your Client's cancellations. For the given date range this report will calculate the following.
- Total Events - The total number of Scheduled, Cancelled & Completed events.
- Cancelled Events - The total number of Cancelled events.
- Cancel Percentage - The percentage of total events that have been cancelled. If there are a total of 10 events of which 1 has been cancelled, the cancel percentage will be 10%.
- Lost Revenue - The amount of revenue that has been lost due to cancellations. This is a sum of Revenue at full price minus revenue billed for the cancellation. If a visit is $25 at full price and you charged your client $10 for the cancellation, $15 would be calculated as Lost Revenue.
Note: This report does not calculate the following:
- Lost Revenue for events cancelled that are part of a package
- Lost Revenue from Template events that were cancelled before the Template was approved or events that were part of a rejected Template period.
- Lost Revenue based on extra fees that were manually changed on an event (Extra Pets, After Hours, Weekend Fee). Lost revenue from these fees is calculated based on the default rate for each service and any custom client rates for that service.
Overdue Events
This report will give you a list of all visits that are still in scheduled status (not cancelled and not marked as completed) with a start date and time before this exact moment.
You can also mark all incomplete visits as completed which will change their status from "Scheduled" to "Completed".
Note: This report has a limit to the most recent 2,500 incomplete visits.
Printable Schedules
This customizable report creates a printer-friendly schedule for the chosen date range and staff members. In the "Columns for Schedule Report" section, you have the option to choose which data and columns to include or exclude in the report. Any modifications made here are automatically saved and will be applied when you revisit this report.
Upcoming First/Last Visits
This report give you a list of all upcoming events that represent either the first or last visit on their respective invoice.
This report proves helpful if you carry out particular tasks for the first or last appointment of a visit, such as sending a payment reminder email on the day of the initial visit.
The report is initially set to display both first and last visits. However, you can adjust the dropdown menu to show only first or only last visits.
Visits
This report provides a list of all events and add on services within the specified date range that match the filters you select. You have the option to filter the list based on Visit Date, Invoice Date, Invoice Due Date, Client, Staff, Service, and Status.
If you apply an Invoice Date or Invoice Due Date filter, only visits linked to an invoice will be included in the report (and events scheduled using the "Do Not Invoice" option will be excluded).
Additionally, the report includes a total of service revenue, additional fees, and the total amount paid to staff on a pay stub.
Note: This report is constrained to a maximum of 15,000 visits.
Visit Volume
This report provides a breakdown of how many visits you have scheduled over the specified date range. If a date range of less than a month is supplied, a daily break down of the volume will be given. If a date range of greater than a month is supplied, a monthly break down of the volume will be give.
This report will also provide data on which days of the week are most popular based on volume for each day of week in the supplied date range.
