Reports allow us to view data or necessary info summarized into graphs. As you see below, Aggregate Report gives you a number of Booked, Pending, and Cancelled Hours per Area for your Staff or Client (option to select below) and their total for the set Date Range in a bar graph. This gives you an easier and neat view of the data you need.
To Access the Report
Under the Reports section on the Left-Hand Menu, select Aggregate in the drop-down. This will direct you to the overview of the report.
About the Report
In the bar graph, the X-axis represents the Area, while Y-axis represents the variables. The rectangle bars depict the height of each variable (Hours, Mileage & Expenses) within each Area. The bars are colour-coded to represent three different statutes:
🟢 Green: Booked Hours
🔴 Red: Pending Hours
🟡 Yellow: Cancelled Hours
You can select which status you wish to view by clicking on it. This will mute the other bars and bold the status you are viewing.
In this case Cancelled Hours is in bold because that's what is being presented in the bar graph. All other bars have been muted to highlight the information you are viewing.
Below the Graph, you'll also see the tabular breakdown of each Area that makes up data in graph above. This can be useful if you want access to actual data instead of graphical representation. You'll see each of their number of Booked, Pending, Cancelled, and the Total Hours for selected Program Period.
All data can be tabulated based on the filters applied:
- Client/Staff Filtering
- Date Allocation
- Hours, Mileage & Expenses
You have various filter options you can use when pulling your Aggregate Report:
Client/Staff filtering enables you to pull Staff or Clients' Aggregate Reports.
Client aggregate report
Staff aggregate report
Date Allocation filtering provides you with the option to view information recorded in the report within a specific time period. Click on the Starting Date (left calendar) and the End date (right calendar) of the Period you'd like to check, and then hit Apply.
Hours, Mileage & Expenses filtering allows you to view information based on the data categories available in the drop-down menu. The data is collated and presented in the same manner throughout the report. The values are derived from when a shift is generated, during a shift (if any data relating to this report is inputted. E.g mileage) and when a shift is cancelled. All three filters are presented as either Booked, Pending or Cancelled.
Booked data is generated from all shifts that are allocated times and followed through.
Pending data is a collation of hours that have been left unattended/allocated in a shift.
Cancelled data is collected every time a shift is cancelled.
Note: Values vary depending on whether you are pulling an aggregate report for staff or clients or depending on date allocation.
Hours: Data for hours is collated every time a shift is generated.
Mileage is inputted by care workers if the shift requires travel. This information is also available during shift allocation.
Expenses refer to the cost of running the shift. This information is also available when generating a shift.
If you wish to download the report, click on the lower icon on the left-hand side of the report page. This will bring up a drop-down menu with the options Summary and Raw.
Select which report you wish to export. In doing this you'll receive a notification in your messages at the top right of the page stating that your file is ready to export.
Click on the notification to be directed to the communications page where a file download link will be available.
Click the link to download the file and a prompt message will appear at the bottom of the page with the name of the report (summary or raw) and the options to Open, Save or Cancel. Select the option which applies to you.
Note: So you are aware of what type of file you're exporting check the name on the prompt box (as pictured above). The raw file will be labelled Raw and the summary file will be labelled Summary.
Summary vs Raw
If you require a detailed and concise export of the report we highly recommend exporting the Raw report.
The Summary report provides very straightforward and basic information which can assist when you require a quick referral for all areas covered.
Note: all reports will be exported as Microsoft Excel documents unless you choose to print or save them as PDFs.
To print the report, click on the print icon located to the right of the export icon.
You'll then get to the Print screen page where you can choose number of copies, pages, set up margins, etc. Click on the Print button then once ready.
Download as PDF
If you like to save report as PDF. Click on the print icon and in the print dialog box as seen below, Choose destination as 'Save as PDF'. If incase its not set as default, click on Change button and select Save as PDF. Once set, click on Save.