Pabau Analytics Glossary

Report Overview Guide

These reports are designed to give you insights into various aspects of your clinic’s performance. Here’s a breakdown of the key reports you’ll encounter:

General Reporting

• Reports – Standardized data outputs that summarize your clinic’s activities over a selected period (e.g., appointments, revenue, client acquisition).

• Custom Reports – Tailored reports where you choose the specific data points and filters, giving you flexibility in analyzing metrics.

Clients 

These reports help you get a deeper understanding of your client base and their behavior over time.

• Big Spender Report – Shows clients who have spent the most in your clinic, helping you identify your top revenue-generating clients.
• Clients with Balance – Displays a list of clients who currently have outstanding balances on their account.
• Clients without upcoming appointments– Find clients who don’t have any future appointments booked. Great for re-engagement!
• Retention Report– Measures how well you're retaining clients by tracking how often and how recently they return.
• Top Referrers – See which clients are referring the most new business to your clinic.
  
  

Leads

Leads reports help you track potential clients and monitor how they progress through your sales pipeline.

• Converted Leads – Displays leads who have successfully been converted into paying clients.
• Leads by Source – Helps you analyze which lead sources (e.g., website, social media) are performing best.
• Open Leads – Shows leads that are still open and haven’t been converted or closed yet.
  
  

Sales

Understand your revenue flow and sales performance across different services and categories.

• Client Package Outstanding Report – Lists packages that clients have purchased but not yet fully used.
• Commissions Activity – Track commissions earned by staff members based on services or sales.
• Discounts – Displays all discounts given across appointments, invoices, or products.
• Line Item History – Shows every individual item sold, including products and services.
• Package Sales – A breakdown of package purchases, helping you track popularity and revenue.
• Product Performance – Shows which retail products are selling best in your clinic.
• Revenue by Closed Invoices – Tracks total income from invoices that have been marked as paid/closed.
• Revenue by Raised Invoices – Tracks total income from all raised invoices, regardless of payment status.
• Sale by Item Category – Organizes sales by product or service category (e.g., skincare, consultations).

• Sales Tax – Displays the total sales tax collected within the selected period.

• Vouchers Outstanding Balance – Shows the total value of vouchers issued that have not yet been redeemed or fully used.

 

Appointments

Get insights into appointment activity and staff performance.

• Appointment by Category – Breakdown of appointments based on category (e.g., medical, cosmetic).
• Appointment Schedule – A detailed schedule view of upcoming or past appointments.
• Appointments by Employee – View how many appointments each staff member has completed.
• Appointments by Location – See the number of appointments per clinic location.
• Appointments by Service – Tracks how often each service is booked across your clinic.
• Appointments Created This Month – Count of new appointments made in the current month.
• Cancellations Report – Displays all cancelled appointments and the reasons if provided.
• Consultation Conversions – Measures how many consultations were converted into paid appointments.
• No Shows – Tracks missed appointments where the client didn’t attend.
• Online Bookings – Shows the number of appointments booked through your online booking system.
• Rebooking Rates – Measures the percentage of clients who book follow-up appointments.

 

Activities

Track team tasks and performance based on activity completion.

• My Activities – Displays tasks assigned to you specifically (e.g., follow-ups, reminders).
• Planned & Completed – Helps monitor planned vs. completed activities across the clinic.

 

Business

Get a high-level overview of key operational metrics.

• Business Snapshot Report – A quick overview of overall clinic performance including revenue, appointments, and client activity.
• End of Day – Used to review your clinic’s performance at the end of each day. Includes revenue, services performed, and more.
• Prescribed Drugs – Track the number and type of prescriptions issued.
• Sales Conversion Report – Measures how many leads or consultations were converted into actual clients or sales.
• Stock Reconciliation – Allows you to compare stock used versus stock sold to identify discrepancies.
• Team Report – Displays team performance metrics such as tasks completed, revenue generated, and client interactions.
• Treatment Missing Data Report – Identifies treatments that are missing key data entries (e.g., outcomes, notes).
• VAT Report – Provides details on VAT collected, useful for financial and tax reporting.

 

Financials

Manage your clinic’s financial health and transactions.

• Deposits Collected – Tracks all deposits received from clients for services or packages.
• Invoices – Lists all invoices raised for services, products, or packages.
• Outstanding Invoices – View unpaid invoices that require follow-up or payment.
• Payments – Shows all payments received, including method and amount.
• Refunds – Lists any refunds processed and their reasons.
• Tips – Displays all tips received, useful for payroll and performance reviews.

 

Glossary of Terms

Here are the key terms you’ll encounter in your Pabau Analytics reports:

Clients 

• Average Client Spend
  The average amount the client has spent across all visits.

• Client Balance
  The outstanding balance or credit on the client’s account.

• Client Created By
  The user or staff member who added the client to the system.

• Client Location
  The assigned or preferred clinic location for the client.

• Client Referred
  Indicates if the client was referred by someone (and who it was).

• Connect Registered
  Indicates if the client is registered with Pabau Connect.

• Email Opt In
  Indicates if the client has agreed to receive emails.

• Newsletter Opt In
  Indicates if the client has agreed to receive marketing newsletters.

• SMS Opt In
  Indicates if the client has agreed to receive SMS communications.

• Favorite Member
  The staff member the client prefers to book with most often.

• First Visit
  The date of the client’s first-ever appointment at your clinic.

• History Last Completed
  The most recent service or treatment that was completed by the client.

• Last Appointment (Date)
  The date of the client’s most recent appointment.

• Last Appointment Service
  The service provided during the last appointment.

• Last Appointment With
  The practitioner the client last saw.

• Last Saw
  Another way to refer to the staff member the client last saw.

• Medical Conditions
  Any documented health conditions listed in the client’s medical record.

• Membership Expiration Date
  The date on which the client’s active membership will end.

• Membership Name
  The name of the active membership the client holds.

• Next Appointment Date / Days
  The scheduled date of the next appointment and how many days remain.

• Next Appointment Service
  The service booked for the upcoming appointment.

• Pabau Score
  A calculated score reflecting the client’s value, loyalty, or engagement.

• Preferred Location
  The location the client usually chooses for their appointments.

• Primary Service Category
  The main category of services typically booked by the client.

• Retail %
  The percentage of the client’s total spend that went toward retail products.

• Retail Sales
  The total value of retail products purchased by the client.

• Service Sales
  The total value of services purchased by the client.

• Total Appointments
  The total number of appointments booked by the client.

• Total Cancelled Appointments
  The number of appointments the client has cancelled.

• Total Completed Appointments
  The number of appointments the client has attended and completed.

• Total No Shows
  The number of appointments the client missed without attending or cancelling.

• Total Photos
  The total number of photos uploaded in the client’s record (e.g., before/after).

• Total Sales
  The total amount the client has spent on all services and products.

• Upcoming Appointments
  The number of future appointments currently booked.

Leads 

• Lead Owner
  The staff member responsible for managing or following up with the lead.

• Lead Source
  The origin of the lead, such as website, referral, social media, or advertising campaign.

• Lead Stage
  The current status of the lead in the sales pipeline (e.g., New, Contacted, Qualified).

• Lead Done Activities
  The number of completed tasks or interactions related to the lead.

• First Activity Time
  The date and time when the first activity (call, email, meeting) was performed with the lead.

• Lead Last Activity Date
  The most recent date when any activity was performed with the lead.

• Lead Total Activities
  The total number of activities (completed or pending) associated with the lead.

• Last Email Sent
  The date and time when the most recent email was sent to the lead.

• Next Activity Date
  The scheduled date for the next planned activity related to the lead.

• Capture Form Name
  The name of the web form through which the lead was captured.

• Lead Service
  The service or product the lead is interested in or has enquired about.

• Lead Labels
  Tags or categories assigned to the lead for easier filtering and organization.

• Lead Created
  The date when the lead was first added to the system.

• Lead Creator
  The staff member who created the lead profile.

• Lead Location
  The clinic or branch location associated with the lead.

• Lead Active
  Indicates whether the lead is currently active and in progress.

• Pipeline Stage
  The current stage of the lead in your sales or consultation pipeline (e.g., New, Contacted, Won).

• Date of Entering Stage
  The exact date the lead entered its current pipeline stage.

• Won By
  The staff member who successfully converted the lead into a client.

• Activities To Do
  The number of open or scheduled follow-up activities/tasks for the lead.

• Email Messages Count
  The total number of email communications sent to the lead.

• Last Email Sent
  The date and time of the most recent email sent to the lead.
  
  

Sales

• Item Name
  The name of the product, service, or package listed on an invoice or sale.

• Item Employee
  The staff member responsible for delivering or selling the item.

• Item Client
  The client associated with the particular item on the invoice.

• Unit Price
  The price per single unit of the item before discounts and taxes.

• Tax Amount
  The total tax applied to the item based on the applicable tax rate.

• Item Net
  The item price after discounts but before tax.

• Item Category
  The classification or group to which the item belongs (e.g., skincare, consultation).

• Unit Discount
  The discount amount applied to a single unit of the item.

• Product Code
  A unique identifier or SKU for the product or service.

• Discount Reason
  The explanation or code for why a discount was applied.

• Item Gross
  The total item price before discounts and taxes.

• Item Tax
  The tax amount specifically applied to the item.

• Profit
  The difference between the revenue generated from the item and its cost.

• Tax Rate
  The percentage rate at which tax is applied to the item.

• Commission
  The amount earned by staff based on the sale of the item.

• Paid Item Total
  The total amount paid for the item, after discounts and taxes.

• Item Total Price
  The full price for the item including taxes and discounts.

• Package Remaining Gross
  The total value of the package services or products that are yet to be redeemed.

• Package Status
  The current state of the package (e.g., Active, Expired, Redeemed).

• Package Redeemed
  The value or number of services/products from the package that have been used.

• Debtor
  The client or entity that owes payment for the invoice or item.

• Invoice Created Date
  The date when the invoice was generated.

• Credit Type
  The classification of credit applied, such as store credit or promotional credit.

• Tax Group
  A category grouping different tax rates or rules applied to items.
  
  

Appointments

• Appointment Date
  The scheduled date and time of the appointment.

• Appointment Location
  The clinic or branch where the appointment is set to take place.

• App With
  The staff member or practitioner assigned to the appointment.

• Created By
  The user or staff member who created the appointment in the system.

• Created Date
  The date and time when the appointment was entered into the system.

• Appointment Status
  The current state of the appointment (e.g., Scheduled, Completed, Cancelled, No Show).

• Cancellation Reason
  The reason provided for canceling the appointment, if applicable.

• Email / SMS Confirmation
  Indicates whether the client received a confirmation message via email or SMS.

• Issued To
  The client or recipient for whom the appointment is scheduled.

• Rebook
  Indicates if the client has booked a follow-up appointment.

• Requested
  Shows if the appointment was requested by the client rather than scheduled by staff.

• Appointment ID
  A unique identifier assigned to each appointment for tracking purposes.

• Converted
  Shows whether a lead or consultation has been converted into a booked appointment.

• Cancelled Date
  The date and time when the appointment was canceled.

• Cancelled By
  The person who canceled the appointment (client or staff).

• Minutes Before Cancelled
  How many minutes before the scheduled time the appointment was canceled.

• Secondary Person
  An additional staff member or participant involved in the appointment.

• Appointment Price List
  The pricing structure applied to the appointment services.

• Case Name
  The name or reference of the treatment case associated with the appointment.

• Auth Code
  An authorization code linked to the appointment, often for insurance or payment purposes.

• Room
  The specific room or location within the clinic where the appointment will take place.

• Equipment
  Any equipment reserved or used for the appointment.
  
  

Activities 

• Done
  Indicates whether the activity has been completed.

• Subject
  The title or brief description of the activity or task.

• Assigned to User
  The staff member responsible for completing the activity.

• Due Date
  The deadline or scheduled completion date for the activity.

• Status
  The current state of the activity (e.g., Pending, Completed, Overdue).

• Type
  The category or nature of the activity (e.g., Call, Email, Meeting).

• Duration
  The expected or actual time spent on the activity.

• Note
  Additional details or comments related to the activity.

• Done Time
  The exact date and time when the activity was marked as completed.

• Free/Busy
  Indicates the user’s availability status during the scheduled activity time.

• Creator
  The person who created or assigned the activity.

• Add Time
  The date and time when the activity was created or added to the system.
  
  

Business

• Enquiries
  The total number of new client enquiries or inquiries received within the selected period.

• Won Leads
  Leads that have successfully converted into paying clients.

• Lost Leads
  Leads that were not converted and have been marked as lost.

• No Shows
  The count of appointments where clients did not attend and did not cancel.

• Appointments
  Total appointments scheduled or completed in the selected period.

• Average Visit Revenue (Including TAX)
  The average amount of revenue generated per client visit, including taxes.

• Consultations
  The total number of consultations held with clients.

• First Consultations
  Consultations that were the client’s first appointment at the clinic.

• Converted Consultations
  Consultations that resulted in the client booking a paid service.

• Consultations Conversion
  The percentage of consultations that converted into paid appointments or treatments.

• First Reply Time
  The average time taken to respond to a new enquiry or lead.

• Cycle Time
  The average time taken from initial enquiry or consultation to booking an appointment.

• Client Retention
  Measures how many clients return for additional services within a set time period.

• Clients Visiting More Than Once
  The number of clients who have attended more than one appointment.

• New Clients
  Clients attending their first-ever appointment during the selected period.

• Active Clients
  Clients who have had at least one appointment within a recent defined timeframe (e.g., last 12 months).

• Active Clients Frequency
  How often active clients book appointments within the timeframe.

• Online Bookings
  Appointments booked through digital channels such as your website or Client Portal.

• Number of Online Bookings
  The total count of appointments booked online.

• Revenue from Online Bookings
  Total income generated from appointments booked online.

• Average Booking Revenue
  The average revenue generated per appointment booked.

• Number of New Clients
  Count of clients who booked and attended their first appointment.

• Number of Clients at Risk
  Clients who haven’t booked appointments within an expected timeframe and may be at risk of churning.

• Number of Clients Rebooking
  Clients who have booked a follow-up appointment after their initial visit.

• Value of Clients Rebooking
  Total revenue generated from clients who rebook appointments.

• Bad Reviews
  The number of negative client reviews received.

• Positive Reviews
  The number of positive client reviews received.

• Peak Times and Days
  Periods during the day or week with the highest appointment bookings.

• Scheduled Hours
  Total hours that staff are scheduled to work.

• Dead Hours
  Scheduled hours where no appointments were booked (idle time).

• Gross Sales
  Total sales revenue before any deductions such as discounts or refunds.

• Taxes
  Total amount of sales tax collected.

• Credit Notes
  Documents issued to reduce the amount payable on an invoice (e.g., refunds or adjustments).

• Discounts
  Total value of discounts applied to sales during the selected period.

• Net Sales
  Total sales after deducting discounts and returns.

• Total Sales
  The overall value of sales completed.

• Card
  Payments received via credit or debit card.

• Cash
  Payments received in cash.

• Loyalty
  Payments made using loyalty points or rewards.

• Card Terminal
  Payments processed through physical card payment machines.

• Stripe
  Payments processed via Stripe payment gateway.

• Self Pay
  Payments made directly by clients without insurance or third-party involvement.

• Refunds
  Amounts returned to clients for canceled or returned services/products.

• Total Payments
  Sum of all payments received during the period.

• Voucher Sales
  Sales made through vouchers purchased by clients.

• Voucher Redemption
  The value or count of vouchers used by clients.

• Voucher Outstanding Balance
  The total value of vouchers issued but not yet redeemed.

• Account Collections
  Payments collected against client account balances.

• Account Redemptions
  Usage or redemption of funds from client accounts.

• Account Outstanding Balance
  Total unpaid balances remaining on client accounts.

• Package Collections
  Payments received for service packages purchased by clients.

• Package Redemptions
  The value or count of package services redeemed by clients.

• Package Outstanding Balance
  The remaining unused value in client packages.

• Tips Collected
  Total amount of tips received by staff.
  
  

Financials

• Payment Status
  Indicates the current state of the payment (e.g., Paid, Pending, Overdue).

• Invoice No
  The unique identification number assigned to an invoice.

• Debtor
  The client or entity responsible for paying the invoice.

• Gross
  The total amount on the invoice before any discounts or taxes.

• Net
  The amount payable after discounts but before taxes.

• Tax
  The total tax applied to the invoice.

• Paid
  The amount that has been paid towards the invoice so far.

• Payment Method(s)
  The way(s) in which payment was or will be made (e.g., cash, card, online).

• Balance
  The remaining amount due on the invoice after payments.

• Issues By
  The person or department that issued the invoice.

• Issuing Company
  The company or clinic that created and issued the invoice.

• Invoice Created By
  The user or staff member who generated the invoice in the system.

• Inv Team
  The team or department responsible for managing the invoice.

• Sent Date
  The date when the invoice was sent to the client.

• Sent Status
  The current status of the invoice delivery (e.g., Sent, Delivered, Failed).

• Tax Group
  The category grouping of tax rules applied to the invoice.

• Service Charge
  Additional fees applied for services rendered, separate from product sales.

• Last Payment Date
  The date when the last payment was made towards the invoice.

• Credit Notes (Total)
  The total value of credit notes applied against the invoice.

• Pabau Pay
  Pabau’s integrated payment gateway allowing clients to pay invoices online.

• Last Payment Date
  The most recent date a payment was made on the invoice.

• Credit Notes (Total)
  The total amount of credit notes applied to reduce the invoice balance.

This guide covered the key reports and terms used in the Analytics section, helping you better understand how to read and interpret your data. By knowing what each metric means, you’ll be able to track performance more accurately and make informed decisions for your clinic.

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