Reports

Reports are essential tools for getting important data and making smart, data-driven decisions. They give a detailed overview of your business, helping with planning and improvement.

In Pabau, reports provide information about clients, leads, staff performance, and more. This guide will show you how to access, customize, and create reports, so you can make the most of this powerful feature.

How to Generate a Standard Report

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. Once you click on Reports, you will be able to see all of the standard, pre-built reports.

Step 2: Select the Report 

Choose the specific report you want to run. You can either browse through the available reports or utilize the search bar in the upper right corner to find the report you need. As an example, we are going to select the "Appointments by Locations" report.

After selecting the report, the report's initial data, using the default values, will appear in the lower section of the screen.

Step 3: Customize Filters

If you want to narrow down your report, you can add and adjust filters to focus on exactly what you need.
Each filter has four elements - object, field, operator, and value.

In the screenshot below, you can see an example of the four elements in the "Appointments by Location" report.

• Object: This is what you're focusing on ("Appointment").
• Field: This is the specific detail you're interested in ("Appointment date").
• Operator: This shows how the field relates to the value ("is").
• Value: This is the specific data you’re looking at ("this month").

Each of these elements can be customized by clicking on them and choosing a different option.

For example, if you want to view all appointments except those scheduled for this month, you can change the operator to "is not" to exclude them.

If you want to see all appointments for a specific location during a different time frame, such as last month, last quarter, or any other period, click on the current value (e.g., "this month"). You'll then be able to choose from a list of available options to set your desired time frame.

These examples show just a few options. The system has many filters you can mix and match to create detailed, customized reports.

Step 4: Add, edit, and delete filters 

To add a filter, click the plus sign below the existing filter, and fill in the new filter details.

To edit a filter, find the filter you want to edit, click on the element you wish to change, select a different option from the dropdown menu, and then save the modifications.

To delete a filter, hover over the filter to delete and click the "X" sign.

Step 5: Edit Columns

If the default column settings don't meet your requirements, click on "Edit Columns" on the right side of the report page.

Here, you can enable or disable columns based on your preferences. After making adjustments, click "Save." To revert to the default columns, click on the "Default" option.

Step 6: Customize Graphs or Pie Charts

If the report includes visual elements like pie charts or graphs, you can customize them. Modify the fields in the "Segment By" and "Measure By" filters located at the top and bottom of the chart or graph. 

If you have customized your pre-built report, you can save it as a custom report.

By following the steps above, you can easily generate a report, obtaining valuable data for informed decision-making and strategic planning.

How to Save a Standard Report as a Custom Report

If you've invested time in customizing a standard, pre-built report and want to generate it again with the same filters in the future, you can save it as a custom report. 

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: Run a pre-built report and customize it

Generate a pre-built report and customize its filters so that it matches your requirements. 

Step 3: Click on the "Save As" Button

After you have customized the report, locate the "Save As" button situated in the top right corner.
 

Step 4: Name the Report and Lock Filters 

After clicking "Save As," provide a descriptive name for your report in the designated field. If you want to secure the applied filters and prevent alterations, tick the "Lock Filters" box. This ensures the report retains its specific criteria.

Tailor the report's accessibility by selecting specific staff members who should have access to it. This step ensures that the right individuals can retrieve and utilize the report as needed.

Once you've named the report and selected staff access, confirm and save your changes. Click on the "Save Changes" button to store the modified report with the specified configurations.

Step 5: Access the saved report

Saved custom reports are conveniently stored under "My Reports" within the Analytics feature.

Once in "My Reports," locate the specific report you wish to access and click on its name. This action will open the saved report, allowing you to view and analyze the data it contains.

Saving your custom reports in "My Reports" makes it quick and easy to find them later. This way, you can easily access and use your customized data whenever you need it. It's a simple way to keep track of important insights and make better decisions for your business.

How to Edit a Report

Editing a saved custom report enables you to refine and update the report parameters, ensuring it remains relevant to evolving analytical requirements. This article will guide you through the step-by-step process of editing a saved custom report.

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. Once you click on Reports, you will be able to see all of the standard, pre-built reports.

Step 2: Find and Open the Saved Custom Reports

Within the "Reports" section, locate the "My Reports" tab on the left side of the screen. Click on this tab to access a list of your saved custom reports. Identify the specific report you want to edit and click on its name to open it.

Once the saved custom report is open, look for the "Edit" button in the top-right corner of the screen. 

Step 3: Adjust Filters

After clicking "Edit," you will be directed to the report editing interface. Here, you can modify the existing filters applied to the report. Filters help refine the data included in the report, allowing you to focus on specific criteria.

To add a filter, click the plus sign below the existing filter, and fill in the new filter details.

To edit a filter, find the filter you want to edit, click on the element you wish to change, select a different option from the dropdown menu, and then save the modifications.

To delete a filter, hover over the filter to delete and click the "X" sign.

Each filter has four elements - object, field, operator, and value.

In the screenshot below, you can see an example of the four elements in the "Appointments by Location" report.

• Object: This is what you're focusing on ("Appointment").
• Field: This is the specific detail you're interested in ("Appointment date").
• Operator: This shows how the field relates to the value ("is").
• Value: This is the specific data you’re looking at ("this month").

Each of these elements can be customized by clicking on them and choosing a different option.

For example, if you want to view all appointments except those scheduled for this month, you can change the operator to "is not" to exclude them.

If you want to see all appointments for a specific location during a different time frame, such as last month, last quarter, or any other period, click on the current value (e.g., "this month"). You'll then be able to choose from a list of available options to set your desired time frame.

These examples show just a few options. The system has many filters you can mix and match to create detailed, customized reports.

Step 4: Change the Report Name and Modify Displayed Columns

If you wish to change the report name, simply click on the name field at the top of the editing interface. This action will activate the text box, allowing you to edit and update the report name as needed. Renaming the report can enhance clarity and reflect changes in its scope.

You can also modify the columns displayed in the report. The columns displayed in the report contribute to the insights derived from the data. To edit columns, locate the "Columns" box on the left side of the screen. Here, you can add or remove columns to tailor the report to your current needs.

Step 5: Manage Access

After opening the report, in the top right corner of the screen, you'll find the "Manage Access" button, represented by a person icon. Click on this button to access the permissions settings. From here, you can choose who can access the report and define whether they can only view or if they have permission to view and edit the report. 

Step 6: Save Changes

Once you've made the necessary edits, don't forget to save your changes by clicking on the "Save" button in the top right corner. This step ensures that the updated custom report reflects the modifications you've made.

How to Favorite a Report

Favoriting reports in your analytics tool can help you easily access and prioritize the information that matters most to you. This guide will walk you through the step-by-step process of favoriting a report in your Pabau account. 

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: Open the Desired Report

Browse through the list of available reports to find the one you want to mark as a favorite, then click on the report to open it and view its contents.

Step 3: Add the Report to Favorites

Once you have the desired report open, look for the three dots icon located in the top right corner of the screen.

Click on the three dots icon to open the dropdown menu and click on the "Add to Favorites" option. This action will mark the report as a favorite.

Step 4: Access Favorited Reports

To easily identify your favorited reports on the Reports page, look for the blue star icon next to their names. 

Alternatively, you can access all your favorited reports by navigating to the "Favorites" tab on the Reports page.

Step 5: Remove a Report from Favorites

If you wish to remove a report from your favorites, start by opening the report that you want to unmark.

Once the report is open, locate the three dots icon in the top right corner of the screen, then click on the "Remove from Favorites" option.

The report will no longer appear under the Favorites tab, and the blue star icon will be removed from its name on the Reports page.

By following these simple steps, you can efficiently favorite important reports within the Analytics feature, streamlining your workflow and ensuring quick access to the data that matters most to you.

How to Export Reports

Exporting reports is a crucial functionality, allowing you to seamlessly share and utilize critical insights. In this guide, we'll walk you through a clear, step-by-step process for efficiently exporting reports.

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: Run or Create a Report

Run a pre-built report or create a custom one based on your specific requirements.

Ensure that the report is generated and displays the insights you want to export.

Step 3: Export the Generated Report

When ready to export, click on the three dots icon positioned in the top right corner of the page, then select the "Export" option.

Step 4: Choose File Format and Initiate Export

After clicking "Export," a menu will appear. Pick the desired file format for the export - Excel or CSV.

Once you've chosen the file format, click the "Export" button to start the download of the report in the selected format.

By following these steps, from generating reports to choosing file formats, you can easily share and utilize valuable insights, enhancing your decision-making capabilities based on your Pabau data.

How to Share Reports

This guide explains the steps to share reports generated in Pabau, offering a link that can be accessed by anyone, regardless of having a Pabau account.

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: Run or Create a Report

Choose to run one of the pre-built reports or create a custom report tailored to your needs. Ensure the report is generated and displays the insights you want to share.

Step 3: Share the Generated Report

When ready to share, locate the "Share" button in the top right corner of the page. Click on the button to generate a link to the report that can be shared with anyone.

This link allows recipients to open and view the report without needing to log into Pabau.