Equipment Utilization Report

The Equipment Utilisation report shows how hard each piece of equipment is working. For the date range you choose, it compares the time each item was in use through the appointments it was assigned to and against the time it was available to be used.

This lets you spot bottleneck devices running at capacity, and under-used assets that are sitting idle. It's a read-only reporting view — nothing you do here changes any data.

How to find it

Step 1: Navigate to the Analytics Feature

Log in to your Pabau account, and in the left sidebar menu, go to Analytics, then click on the "Reports" button.

Step 2: Access the reports banner

On the "Try our new suite of reports" banner, click Try it now.

Once you're in the new reports view, go to the Appointments section then scroll to the "Breakdowns'' group and click on Equipment Utilization to open the report.

Before you read the report: where the numbers come from

Three pieces of setup feed this report. If a figure looks wrong, it's almost always because one of these isn't configured the way you expect.

1. Your equipment — Setup → Resources

Equipment is created and maintained under Setup → Resources (equipment items are called "Resources" in the menu). For each item you can set:

• Name — what shows in the report's Equipment column.
• Services — either "all services", or a specific list of services this item is used for. This is the link that connects equipment to appointments: when a service is booked, the equipment tied to that service is assigned to the appointment, and that's what the report counts as usage.
• Locations — either all locations, or specific ones. An item only appears in the report if it's assigned to a location you have access to. Equipment with no location is excluded entirely.
• Active — only active items are reported. Inactive (or deleted) equipment never appears.

A piece of equipment also has a quantity — how many of that unit you hold. This is the item's capacity (see "How the numbers are calculated" below). At the moment, in Pabau, all equipment has a quantity of 1.

2. Your opening hours — Setup → Locations → Opening Hours

This is the single most important setting for the percentages, and the one most often overlooked. "Available time" is taken directly from your clinic's opening hours, configured per location under Setup → Locations → (open a location) → Opening Hours. Each day has an opening time, a closing time, and a "closed" flag.

• If you've selected a specific location in the report, that location's opening hours are used (falling back to your company-wide default hours for any day the location doesn't set).
• If you're viewing All locations, the company default opening hours are used.
• If no opening hours are configured at all, the report falls back to a standard 10-hour working day per day so it never breaks — but the percentages won't reflect your real availability until you set proper hours.

Days marked closed contribute zero available time, so a clinic open Monday–Friday won't be penalised for empty weekends.

3. Your appointments

Usage is built from appointments. An appointment counts toward an item when that item is assigned to it (through the service booked). Appointments with a status of Cancelled or No Show are never counted, because the equipment wasn't actually tied up.

Appointments are matched to the report by their start date, so a booking counts in whichever period it begins.

Walking the page, top to bottom

Filters (top of the page)

These two controls define what the entire report measures. Change either and the cards, chart and table all recalculate.

Dates — The period you're measuring. This is required and defaults to the last 7 days. Every figure on the page is limited to appointments that start inside this range, and the available-time calculation counts only the days in this range.

Location — Pick a single clinic site, or leave it on All locations. The dropdown only ever lists locations your account is permitted to see, and the report is always restricted to those locations — even on "All locations" you'll never see usage from a site you can't access. 

Toolbar buttons (top right)

Columns — Opens a panel to show or hide the table columns (Equipment, Bookings, Hours booked, Utilisation). Your selection is remembered for next time.

Export — Downloads the per-item breakdown as a spreadsheet file so you can keep a copy or analyse it elsewhere. It contains the same Equipment, Bookings, Hours booked (as hours and minutes) and Utilisation % shown on screen.

Print — Opens your browser's print dialog to print the report as displayed.

Help (?) — Opens the built-in explanation of the report.

Refresh (blue button, far right) — Re-runs the report to pull the latest data, showing a "Refreshing…" state while it loads.

The three summary cards

These summarise everything in your current selection — all equipment, across the chosen dates and location.

Overall utilisation — Total time booked across all equipment, divided by total time available across all equipment. Your headline "are we using our kit?" number. (Labelled "Booked ÷ available time".)

Hours booked — Total in-use time across all equipment for the period, shown as hours and minutes (e.g. 12:30). Underneath, "of 80:00 available" tells you the total available time it's being measured against.

Total unused — The share of available time that went unused (idle capacity). It's simply the opposite of overall utilisation: 30% utilised means 70% unused.

Utilisation breakdown (the pie chart)

The pie chart and the list beside it show how your total in-use time was split across your equipment. Each slice and each row in the list is one item's share of all the time booked, with the busiest first. These shares add up to 100%, answering "which devices soak up most of our usage?" Equipment that wasn't used at all in the period doesn't get a slice. The coloured dot next to each item matches its row in the table below.

The breakdown table

One row per piece of equipment, sorted busiest-first (highest utilisation at the top).

• Equipment — The item's name, with its colour swatch matching the pie chart.
• Bookings — The number of appointments the item was assigned to in the period (Cancelled and No Show excluded). This number is clickable: selecting it opens the Appointments report in a new tab, pre-filtered to exactly those appointments — same item, same dates, same location scope, with cancellations and no-shows excluded so the count always reconciles with the appointments behind it.
• Hours booked — Total in-use time for that item, shown as hours and minutes (HH:MM).
• Utilisation — That item's in-use time as a share of its own available time. 100% means it was in use for every available minute. These per-item percentages each measure one item against itself, so they do not add up to the overall figure on the summary card.

If nothing matches your filters, you'll see: "No equipment items match your filters for this period and location."

How the numbers are calculated (with examples)

Available time for an item = its quantity × your opening hours across the period.

Example: you hold 2 of a device, and the clinic is open 10 hours a day for 5 working days. Available time = 2 × 10 × 5 = 100 hours. (Most equipment has a quantity of 1, so it's simply opening hours × days.)

In-use (booked) time is worked out from the appointments the item was assigned to — but it's measured as genuine occupancy, not a plain sum of appointment lengths. Two rules matter:

• Overlaps are capped at quantity. If you hold only 1 of an item, two overlapping appointments can't make it "more than fully booked" — the overlap is counted once. If you hold 2, two simultaneous appointments legitimately count as both units being used. Usage beyond the quantity you hold is never counted.
• Cancelled and No Show appointments are excluded everywhere.

Per-item utilisation = that item's in-use time ÷ its own available time.

Example: a device in use 30 hours of its 100 available hours reads as 30%.

Overall utilisation (summary card) = total in-use time across all equipment ÷ total available time across all equipment.

Unused % = 100% minus overall utilisation.

With this understanding, you can confidently read the Equipment Utilisation report to spot which devices are running at capacity and which ones are sitting idle.