The Time Report shows employee block-out time - the non-bookable time on a staff member's calendar across a date range, per location. It's the tool a location manager uses to see when and why team members were unavailable for bookings: Lunch, Breaks, Meetings, Personal Time, Training, Leaving early, Sick leave, Holiday, and their scheduled shifts.
It's read-only - nothing here changes a booking, shift, or holiday. It only reports what already exists in the calendar and scheduler.
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 Business section then scroll to the "Team & Time'' group and click on Time Report to open the report.
Filters
- Dates – Required. Defaults to a window of ±15 days around today, so recent and upcoming block-outs both appear. Presets: Today, ±15 days, Last 30 days, Next 30 days. Maximum range is 365 days.
- Locations – Multi-select, showing only branches you're permitted to see. Defaults to all your allowed locations.
- Employee – Multi-select, searchable, defaulting to All employees. Only lists colleagues who share at least one location with you.
- Type chips – Above the table: an All chip plus one chip per distinct Type found in the results, each with a live count. Clicking a chip narrows the table to that type.
- Search box – Free-text search across employee, staff code, type, shift type, notes, and both location names. Filters the rows already loaded.
NOTE: Filters combine - picking a location, an employee and a type chip narrows on all three at once.
Understanding the report
What counts as an entry
The report blends two sources into one list:
A. Block-outs booked in the calendar/diary inside a shift – calendar entries booked against a staff member that have no client and no service attached, meaning the person is busy but not with an appointment. The Type shown is exactly the reason or title typed when the block-out was created (e.g. "Lunch," "Meeting," "Holiday").
B. Shifts and leave from the scheduler (rota) – a regular working shift that accepts appointments appears as a row of type "Shift," spanning its scheduled start to end. This is normal and expected — a shift is the container that block-outs and appointments sit inside, so you'll often see a "Shift" row and separate block-out rows for the same person on the same day. They are not duplicates. Leave (Holiday, sickness, or a named block reason) appears spanning the whole open day at that location, from the clinic's opening time to its closing time for that weekday.
The "Shift type" column
This column tells you how a block-out came to exist:
- In-shift bookout – it was created in the calendar, inside an existing shift (e.g. a manager blocked a lunch hour directly on the diary).
- Holiday / a block reason / "Shift" – it originated in the scheduler, and the label comes from the matching rota entry.
The table columns
| Column | What it shows |
|---|---|
| Employee | The staff member the time belongs to. |
| Shift type | How it was created (see above). |
| Type | The reason/title recorded for the block-out (blank for plain working shifts). |
| Date | The clinic-local day, with the day-of-week shown underneath. |
| Start Time | When it begins, in the clinic's time zone. |
| End Time | When it ends, in the clinic's time zone. |
| Duration (Hrs) | Length shown as H:MM (e.g. 1:30 = one and a half hours). |
| Shift location | Where the time was booked. |
| Primary location | The employee's home/base location. Differs from Shift location when they were working away from base. |
| Notes | Any free-text note saved against the entry. |
| Created by | Who created the record. |
| Created date | When the record was created. |
NOTE: Empty values display as a dash (—).
Sorting and totals
Click any column header to sort, click the active header again to reverse it. Dates, times, and durations sort chronologically, and everything else sorts A–Z.
At the bottom, a totals row shows "Total (N entries)" with the summed duration of the currently visible rows in H:MM.
Please note:
The total always reflects what's currently shown - if a type chip or search is active, the total covers only those filtered rows.
All dates and times are shown in the clinic's wall-clock time, using the date/time format configured under Business Details. The date range you pick is also interpreted in the clinic's time zone, so entries near midnight fall on the correct local day.
With this understanding, you can confidently use the Time Report to see exactly when and why your team was unavailable for bookings, across any date range and location.
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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.