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Dashboard Reports

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop.

A Dashboard Report provides you with an almost infinite number of reporting possibilities, giving you visual feedback about the performance of your business. Report panels are highly customizable,
allowing you to choose from multiple performance indicators,
multiple ways to group your data, multiple date ranges, and multiple ways
to visualize your data with different chart types. These reports can be saved and recalled later from the main Reports
menu in the software or viewed directly from the Dashboard.

Creating a Dashboard Report #

Follow these steps to create a report panel:

  1. Click Create New Report on the Dashboard toolbar.

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  2. Select the appropriate option to Create a New Report or open a Saved Report. Each report you create can either be “run” once or saved to
    a reports list to be used again in the future. All saved Dashboard reports
    will also be displayed on the main Reports
    > Dashboard Reports     menu in the software. Note:
    Any reports you want displayed on a Dashboard must also be saved to the
    Saved Reports list. 

  3. Check Lock these Properties to protect this report from changes. Only those users with the appropriate security clearance will be allowed to lock/unlock the report to modify it.

  4. Also take a look at the bottom right corner of the window. A blue notice will be displayed if the report you’re modifying is currently in use, either on the company Dashboard or any individual user Dashboards. This message lets you know ahead of time if the report you’re modifying or deleting is currently being used.

  5. A default Report Title is provided for you. The software will automatically
    update the default title if any of the report options are modified (e.g., changing the date range from month-to-date to year-to-date will automatically be reflected in the title of the report). You can choose to override the default title and replace it with
    your own custom title. Note:
    If you choose to replace the default report title with your own title,
    it will not be automatically updated if the report criteria is changed
    in the future –
    you will be responsible to maintain it. To reset
    the report title back to the default, simply delete the existing title
    and the software will take over maintaining the report title.

  6. Choose a Data Type (also called Key Performance Indicator) you want to track.

     Data Type Based On
    		 Description
    Appointment
    Turnaround Days
    		Session Date


         		Average number
    of days between a session within a selected date range and/or
    filter and the first linked appointment after the session. This
    shows how long it takes to get clients back in for their sales
    presentation.
    Appointments
    – Actual     		Appointment Date
         		All linked appointments
    for a selected date range and/or filter. Excludes:
    Cancelled and NoShow appointments.
    Appointments
    – All
    		Appointment Date
         		All linked appointments for
    a selected date range and/or filter. Includes:
    Cancelled and No
    Show     appointments.
    Appointments
    – Booked     		Appointment Booked Date
         		All new linked
    appointments booked for a selected date range and/or filter. Excludes:
    Cancelled and No
    Show appointments.
    Average
    Sales by Initial Order
         		Invoice Date
         		Average of all
    initial orders received in a selected date range and/or filter,
    less any discounts and loyalty rewards, and less any items in the price list that
    have been checked to “Exclude From Sales Reports.” This data is
    very useful in determining the effectiveness of your sales process
    and your ability to close large, up-front orders.
    Average
    Sales by Session
         		Session Date Average
    income
    for a group of sessions within a selected date range and/or filter. Only sessions that have been completed (the session
    is at the “Final” status as defined in your session
    statuses) are
    included.
    Excludes: No
    Show, Cancelled,
    and Redo sessions. (This
    eliminates sessions that are still open or still waiting for orders,
    which would skew your averages.) There are some additional settings that will affect this report. On the
    Company (Studio) Preferences > Reports     tab, you can choose the specific
    types of invoices that should be included in your sales averages. Also, any items
    that have been checked in the price list to “Exclude From Sales
    Reports” are removed before calculating the averages. See also: Company (Studio) Preferences – Reports, Price List Reference and Session Statuses
    Clients Net Promoter Score Delta
         		Net Promoter Score
     
    		 This report will show you the average NPS delta of the selected set of clients. A Delta is the difference between a client’s most recent session’s NPS and their previous one. Showing you how your Net Promoter ratings have changed over time! See also: Net Promoter Scores (NPS)
    Conversions – Bookings to Actual Sessions
         		Session Booked Date
     
    		 Percentage of sessions booked during a selected date range and/or filter that
    actually resulted in a session. Excludes:
    No Show, On
    Hold    , and Cancelled
    sessions.
    Conversions – Leads to Actual Sessions Client Create Date
    		 Percentage of
    new leads acquired during a selected date range and/or filter that actually completed a session. Excludes:
    No Show, On
    Hold    , and Cancelled
    sessions.
    Conversions – Leads to Bookings Client Create Date Percentage of
    new leads acquired within a selected date range and/or filter that booked a session.
    Conversions – Leads to New Clients Client Create Date Percentage of
    new leads acquired within a selected date range and/or filter that actually became clients.
    Emails – All Communication Sent/Received Date All emails within a selected date range, filter, and/or special Criteria.
    Emails Bounced (Stratus Only) SendGrid – Delivery Status All emails that have bounced within a selected date, filter, and/or special Criteria. Note: This report requires the StudioPlus Mail Service. See also: StudioPlus Mail Overview
    Emails Clicked (Stratus Only) SendGrid – Delivery Status All emails that have had one or more hyperlinks clicked within an email from a selected date range, filter, and/or special Criteria. Note: This report requires the StudioPlus Mail Service. See also: StudioPlus Mail Overview
    Emails Delivered (Stratus Only) SendGrid – Delivery Status All emails that have been successfully delivered to the recipient within a selected date range, filter, and/or special Criteria. Note: This report requires the StudioPlus Mail Service. See also: StudioPlus Mail Overview
    Emails Opened (Stratus Only) SendGrid – Delivery Status All emails that have been received and opened by the recipient within a selected date range, filter, and/or special Criteria. Note: This report requires the StudioPlus Mail Service. See also: StudioPlus Mail Overview
    Emails Received Communication Received Date All incoming emails within a selected date range, filter and/or special Criteria.
    Emails Sent Communication Sent Date All outgoing emails within a selected date range, filter, and/or special Criteria.
    Emails Spam Reported (Stratus Only) SendGrid All emails that recipients have reported as Spam within a selected date range, filter, and/or special Criteria. Note: This report requires the StudioPlus Mail Service. See also: StudioPlus Mail Overview
    Emails Unsubscribed (Stratus Only) SendGrid All emails for recipients who clicked to unsubscribe within a selected date range, filter, and/or special Criteria. Note: This report requires the StudioPlus Mail Service. See also: StudioPlus Mail Overview
    Estimates Estimate Date All estimates with an “Estimate Date” within a selected date range and/or filter.
    Hours Worked Per Initial Order Time Clock and 
    Invoice Dates    		 Total number of hours worked (based on time clock entries) divided by the number of initial order invoices. See also: Time Clock
    Invoices – Paid in Full Percentage Invoice Date Percentage of
    invoices for a selected date range and/or filter that were paid in full on the same day the order was
    taken.
    Invoices with no Purchase Order Invoice Date
    		Total number
    of Initial Order or Reorder invoices within a selected date range and/or filter for which no purchase order has been
    created.
    Labor Costs Time Clock and
    Invoice Dates    		 Hourly wages (hours from the time clock multiplied by the employee’s hourly rate), plus salaried wages (annual salary divided by 365 multiplied by the number of days in the report range), plus commissions (standard commissions calculated by the software for bookers, photographers, assistants, and sales reps.) See also: Time Clock
    Loyalty Rewards Issued
    		 Issued Date Total amount of loyalty rewards, both outstanding and redeemed, within a selected date range, criteria, and/or filter.
    Loyalty Rewards Redeemed
    		 Redeemed Date
    		 Total amount of loyalty rewards redeemed within a selected date range, criteria, and/or filter.
    New Client Referrals
    		 Referred By
    		 Total number of clients referred within a selected date range, criteria, and/or filter.
    New Clients Client Since Date Total number
    of prospects that actually became clients within a selected date range and/or filter. Note: The date you create the client’s first
    invoice or session record becomes the “Client Since”
    date, which is the basis for this data.
    New Leads Client Create Date
    		Total number
    of new client leads recorded in the software during a selected date range and/or filter. This is based on the client “Create
    Date” field. New Leads
    is a great indicator of potential new business opportunities,
    as well as providing valuable information about the effectiveness
    of your various marketing plans.
    Payment Receipts Payment Date
    		All payments
    received within a selected date range and/or filter. Excludes:
    payment methods that have been flagged to Exclude from Reports. See also: Payment Methods
    Payments Pending
    		 Payment Due Date

         		All payments checked as a Future Payment for a selected date range. Excludes: payment methods that have been flagged to Exclude from Reports. See also: Payment Methods
    Phone Calls – All Call Due Date  All phone calls due within a selected date range and/or filter.
    Phone Calls – Completed Call Complete Date All phone calls completed within a selected date range and/or filter.
    Phone Calls – Open by Due Date  Call Due Date All phone calls due within a selected date range and/or filter that do not have a “Complete Date.” 
    Phone Calls – Past Due by Due Date Call Due Date All phone calls due within a selected date range and/or filter that do not have a “Complete Date” AND are past due as of today.
    Production Orders – All
    		Order Date
    		All production
    orders for a selected date range and/or filter. Exclusions:
    none.
    Production Orders – Completed Order Date
    		All production
    orders for a selected date range and/or filter that are completed
    (meaning the production order is set to the “Final”
    status as defined in your production statuses. See also: Production Statuses
    Production Orders – Open by Due Date Order Due Date
    		All production
    orders due within a selected date range and/or filter that are
    not at their final status.
    Production Orders – Past Due by Due Date Order Due Date
    		 All production
    orders due within a selected date range and/or filter that are
    not at their final status AND are past due as of today.
    Production Orders – Reorders
    		Order Date
    		Total cost of
    all production orders within a selected date range and/or
    filter that required a reorder.
    Sales Per Hours Worked Invoice Date and
    Time Clock    		 Sales – Total (as described below) divided by the total number of hours worked according to the time clock entries for this date range. See also: Time Clock
    Sales – In-House
    		 Invoice Date
    		The same as Sales – Total but excluding
    invoices downloaded from InSpiredByYou.com.
    Sales – Total
    		Invoice Date
    		All sales made
    within a selected date range and/or filter, less any discounts. Excludes: price list items
    that have been checked to “Exclude From Sales Reports.” See also: Price List Reference
    Sales – Web Invoice Date
    		The same as Sales – Total but limited to
    just those invoices downloaded from InSpiredByYou.com.
    Sessions – Actual Session Date
    		Total
    number ofsessions occurring within a selected date range and/or filter. Excludes:
    Cancelled and No
    Show sessions.
    Sessions – All
    		Session Date
    		Total number
    of sessions occurring within your selected date range (or today). Includes: Cancelled,
    On Hold, No
    Show    , and Redo
    sessions.
    Sessions – Booked Session Booked Date
    		 Total number
    of new sessions booked within a selected date range and/or filter.
    This provides a great “leading indicator” of how your business
    will be in the future. Excludes:
    Redo sessions
    Sessions – Cancelled Session Date
    		All sessions scheduled to occur within a selected date range and/or filter that were cancelled.
    Sessions – No Show
    		Session Date
    		All sessions scheduled to occur within a selected date range and/or filter that resulted in a
    No Show.
    Sessions – Placed on Hold
    		Session Date
    		All sessions scheduled to occur within a selected date range and/or filter that were placed On Hold.
    Sessions – Rescheduled
    		Session Date
    		All sessions scheduled to occur within a selected date range and/or filter that were rescheduled.
    Sessions – Zero Dollar Invoice
    		Session Date
    		All sessions within a selected date range and/or filter that have an “initial order” invoice for $0.
    Sessions – No Initial Order Session Date
    		All sessions within a selected date range and/or filter that do not have an “initial order” invoice.
    Sessions – Needing an Appointment Session Date All sessions within a selected date range and/or filter that do not have an upcoming appointment scheduled and also do not have an “initial order” or “reorder” invoice. Excludes: Cancelled and No Show appointments, as well as Cancelled, On Hold, and No Show sessions.
    Sessions – Net Promoter Ratings NPS Received Date This report will show you the average NPS rating given on the selected set of sessions. Note: This report will display information based on the NPS Received Date not the Session Date.
    Sessions – Net Promoter Score NPS Received Date This report will show you your business’s Net Promoter Score based on the selected set of sessions. This data is found by taking the total percentage of Promoters (9-10) and subtracting the total percentage of Detractors (0-6). Note: This report will display information based on the NPS Received Date not the Session Date.
    Tasks – All Task Due Date
    		 All tasks due
    within a selected date range and/or filter.
    Tasks – Completed
    		Task Complete Date
    		All tasks completed within a selected date range and/or filter.
    Tasks – Created
    		Task Create Date
    		All tasks created within a selected date range and/or filter.
    Tasks – Open by Due Date
    		Task Due Date
    		All tasks due
    within a selected date range and/or filter that do not have a
    “Complete Date.”
    Tasks – Past Due by Due Date
    		Task Due Date
    		All tasks due
    within a selected date range and/or filter that do not have a
    “Complete Date” AND are past due as of today.

  7. Choose the Criteria to add extra specifications to the report without needing a filter. Note: The Criteria options available on the drop-down list will vary based on the Data Type selected for the report.

  8. Choose the Chart Type.

  9. Personalize the chart by choosing the Chart Color.

  10. Use the Group By feature
    to break down your information into even smaller, more defined sets
    of data. Note: The Group By options available on the drop-down list
    will vary based on the     Data
    Type     selected for the report.

  11. Choose a Data Comparison option if available. Every report will print the “Actual” data for the date range and
    criteria you have selected. You may also have the option to compare
    the actual data against data from the previous year or
    your budget numbers. Note: If your
    report is based on a filter (see step 12 below), you will not be given a data comparison
    option.

  12. Select the Date Range. By choosing a named date
    range, like “This Year-To-Date,” the software will automatically determine
    the start and end dates for you. You may choose to enter
    your own From and To
    dates.

  13. Apply a Filter to the report. This can be done in addition to choosing a date range or instead of choosing a date range. Note:
    If you are applying a filter and a date range, do NOT include any date criterion in the filter. This could cause a potential conflict with the date ranges being applied by
    the report.

    To select a filter instead
    of selecting a date range, simply select
    Filter     from the Date Range
    combo box and then choose a filter from the Filter
    combo box as shown in this screenshot.

  14. Finally, set how often you want the report to automatically refresh when
    it is open on a Dashboard.

  15. Click View Report to open a Dashboard report window displaying the chart and
    data. This report window provides the tools you need to print, export,
    modify, and customize your report. See the Running a Dashboard Report section below for more
    details.

  16. Click Add to Dashboard to display this report panel on your Dashboard. Or use the Subscribe button to receive automated email delivery of this report on scheduled days or date. See also Saved Reports and Subscriptions

Modifying a Dashboard Report #

Use one of the following methods to modify an existing report:

From a Report Panel #

  1. Click the down arrow in the upper-right corner of the panel to open the Report Options menu.

  2. To temporarily change the report, simply make changes to the list of options shown on the menu. Note: Any changes you make this way will NOT be saved.

  3. To make permanent changes to the report, click Saved Properties to open the properties window and make the necessary changes there.

From a Report Window #

  1. Open the report window.

  2. To temporarily change the report, simply make changes on the ribbon. Note: Any changes you make this way will NOT be saved.

  3. To make permanent changes to the report, click Saved Properties to open the properties window and make the necessary changes there.

From the Dashboard Menu #

  1. Click Create New Report on the Dashboard toolbar.

  2. Select the Saved Report from the drop-down list.

  3. Modify the report.

From the Software’s Reports Menu #

  1. Go to Reports > Dashboard Reports and click Add/Modify Report.

  2. Select the Saved Report from the drop-down list.

  3. Modify the report.

Running a Dashboard Report #

To open the reports window, either double-click on one of your visible
Dashboard report panels or go to Reports
> Dashboard Reports and select a report to open. There are several
parts to the report window –
a ribbon toolbar across the top, a graphical display of the report, and
a data grid. The ribbon contains the tools you’ll use to work with and
run your report.

Printing Options #

To print a hard-copy of your report, click Page
Setup to define your print properties and then click Print. Use the Print Preview
button to preview exactly how the report will look before
you actually print it.

Export Options #

The Export group of the ribbon
contains tools for exporting your data –
either to an Adobe PDF document
or to a Microsoft Excel spreadsheet.
Note: When exporting to Excel, the first worksheet in your Excel workbook will contain the chart and the second worksheet will contain the data.

Viewing Options #

  • Click the Show
    Chart     checkbox to toggle the chart section of the report window
    on or off.

  • Click the Show
    Grid     checkbox to toggle the data grid section of the report
    window on or off.

  • Click the Show
    Details     checkbox to toggle the data grid section between two
    different views. No Details
    will simply provide you with the summary numbers that are represented
    by each element in your chart, while the Detail
    View     will list every record in the database that meets your reporting
    criteria and is used to build your report.

Property Options #

The Properties group of the
ribbon allows you to make on-the-fly changes to a report. Changes
made on the ribbon are meant to be temporary changes and won’t be saved
with the report. To permanently alter the report, click Saved Properties
and make your changes.

See “Creating a Dashboard Report” (above) for more details on changing the report properties.

Customization Options #

The Dashboard data grids include some great customization tools to help
you analyze your data. Use the tools in the Customize
group of the ribbon or right-click on any column header and choose from
the following features on the displayed menu:

  • Sorting –
    Clicking Sort Ascending or
    Sort Descending
    is the same as single-clicking on a column header. Use either method
    to sort your data by the desired column.

  • Summary –
    Add summary capabilities to any column on the report. Summary features
    include: totaling a column,
    averaging a column, finding
    the maximum or minimum
    value in a column, or calculating the total
    count     of a column. The summary information is displayed in
    the report footer as well as in the footer section of each group.

  • Group By
    – The report data grids also have grouping capabilities. For example,
    to group all invoice records by the
    Invoice Type     field, simply right-click on the
    Invoice Type     column and select
    Group By This Field    . Another option is to click Group
    By Box     on the ribbon (or right-click and select it from the
    menu). The Group By Box will
    be displayed above the data grid. Simply drag-and-drop one or more
    columns to this box and your data will be divided into separate groups.

  • Filtering –
    Use the filtering feature to narrow down a large set of data to a
    smaller set that you really care about. To start filtering your data,
    click Filter the Data on the
    ribbon (or right-click and select it from the menu). You will notice
    a new funnel symbol appear in the header of each column. Click one
    of those symbols to see the options that can be used to narrow down
    your data. If you don’t see what you’re looking for, try selecting
    the Custom option from the
    list. You can then build your own custom filters for each column.
    When you’re done filtering your data and are ready to return to the
    original full data set, simply right-click the column and select Clear All Filters from the menu.

  • Column Chooser
    – To change which columns are displayed in the grid, click
    Column Chooser onthe ribbon (or right-click and select it from the menu). In
    the Column Chooser, select
    the columns you’d like displayed in your grid layout. After closing
    the Column Chooser, drag-and-drop
    your column headers to rearrange the data. Columns can also be resized
    by either dragging and dropping the splitter bar between two columns
    or selecting Best Fit from
    the pop-up menu.

  • Show On Dashboard
    – Quickly add this report to your Dashboard as a report panel.

  • Saving Data Grid
    Customization     -Any
    customization you make to the data grid is automatically saved with
    the report. The next time the report is opened, the data grid will
    be displayed with the last customization options you chose.

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