In this tutorial we’ll go through all of the available Management System Reports. The Management System will need to be set up before you can access these, so if you haven’t done so already please refer to this tutorial on how to set it up.
Only manager staff users have access to the full Management System, so you’ll need to be a manager to view these reports.
To access the reports, go to Management System > Reports.
The following tabs in this tutorial will take a look at these reports individually: an Attendance report, an Invoice Overview report, a Funding Allocation report, and a report on Room Moves.
This attendance report uses attendance data from the Online Register. You can find out about using the Online Register from this tutorial.
By default, the system generates the attendance report for the current month and for the entire setting. However, you can obtain a report for a period of your choice (such as, to just one day) by changing the date range or using the month picker option, and you can narrow down the results by filtering by ‘Room’.
At the top you will see a graphic which shows your attendance percentage for that period as well as the number of days booked, percentage of days attended and absence percentage. In the table below you can also see a breakdown of this with further details for individual children. At the bottom of the page you can use the scroll bar to move through the data if needed.
If you wish to keep a record of the attendance report you’ve just generated, you can export it as a CSV file by clicking Export Table to CSV.
This report shows you data relating to your invoices. Please refer to the tutorial here for generating invoices.
At the top you’ll see a graph displaying your paid and unpaid invoice amounts for each month. If you hover over a specific month you’ll see a breakdown of the paid and unpaid amounts for that month. The report will default to showing you the whole current year, but you can use the date picker at the top to change this.
Along the bottom you can also see a table showing the invoice date, the total cost of the invoices for that month, how much has been paid and how much is unpaid. Use the scroll bar along the bottom to move along the months if needed (5).
To export the data showing on the screen, select Export Table to CSV. Please note, the CSV will only include the data you have selected from the date picker.
This report shows the number of booked, funded and unfunded hours from children’s bookings. If you need to set up a child’s regular schedule then please refer to this tutorial.
The Funding Allocation report will show you data for the current month and for the entire setting. However, you can obtain a report for a period of your choice by changing the date range or using the month picker option, and you can narrow down the results by filtering by ‘Room’. You can also choose to exclude children with no funded hours.
Next you’ll see a graphic which shows the number of booked, funded, and unfunded hours for that period as well as the percentages of funded and unfunded.
In the table below you can also see a breakdown of this with further details for individual children. If you wish to keep a record of the allocation report, you can export it as a CSV file by clicking Export Table to CSV.
The revenue report displays total revenue by month. In this report, data is generated from invoice data for all months where invoices have been generated. Forecast data is generated from booking data up to 11 months in the future. This will include bookings & charges that haven’t yet been invoiced, as well as adjustments and refunds from earlier months that haven’t yet been invoiced (those will appear in the current month).
Please note that data is only generated for settings who have created an active invoice in the last 4 months, and the report will refresh / update with new data overnight.
At the top of the page, you’ll see a graph, with a bar for each month. By default, 12 months of data are shown, starting 6 months in the past. However, you can change the date range by using the month picker in the top left corner.
Within the graph, each month is broken down further, with separate stacked bars representing the totals ‘Invoiced‘, ‘Funding invoiced‘, ‘To be invoiced‘, ‘Funding to be invoiced‘:
- Invoiced: The total amount invoiced in the relevant month. This is based on the invoice date (the date that is set on an invoice), rather than the date the invoice was created or the invoice period.
- Funding invoiced: This is a total of the value of funding that has been allocated in an invoice.
- To be invoiced: This represents a forecast of future invoicing, based on a total of the cost of bookings and extra charges that fall within a particular month and have not already been invoiced. Please note that historical refunds and adjustments that have not been invoiced yet will show in the ‘To be invoiced’ section, and will show in the month they originate from.
- Funding to be invoiced: This is based on the total value of funding if invoices were generated for that month.
Each category is coloured differently, as indicated by the legend below the graph. To the top right of the graph, you can see when the report was last generated, and at the bottom right the total revenue for the selected period is displayed.
Hovering over a month with your cursor will display a breakdown of the revenue for that month as shown below:
Below the graph is a table to demonstrate the same data as shown in the graph. The table, however, displays a further breakdown of the revenue data for the ‘Invoiced‘ and ‘To be invoiced‘ totals; they are further broken down into subtotals for:
- Fixed Monthly Fee (for Fixed Monthly Fee invoices only)
- Regular Schedules
- Extra Bookings
- Extra Charges
- Discounts
- Manual Line Items (within ‘Invoiced’ only, not ‘To be invoiced’)
Along the top of the table, each month in your chosen range is displayed. Below each month the total revenue is displayed, and then subsequently broken down into the categories outlined above.
You can also export the table into a CSV file by selecting the button at the top right of the table.
This report will list all of the future room moves that are scheduled, which you can set for children from their Management System Dashboard’s ‘Room Moves’ tab. If you need to set up your rooms this tutorial will show you how.
You’ll see a table of the scheduled room moves sorted by date (closest first), along with information about the child, their DoB, age, and which room they’re moving from and to, and at which age.
You can export this report by clicking the Export Table to CSV button.
And that’s all of the Management System Reports. You can use the buttons below to explore the Management System set-up, and available Exports.