Room report
Why this matters
The Room Report shows how much each room and resource is booked, which departments and users book it, and how many of those bookings end in a DNA (Did Not Attend). It is the starting point for room allocation decisions and for showing which departments are using shared space.
Before you start
- Rooms and equipment must be set up as resources and booked with appointments. An appointment with no resource isn’t counted against any resource.
- The department breakdown needs departments.
Two versions
The Reports screen lists two reports called Room Report. They differ only in where each appointment’s department comes from:
| Description ends with | The department is taken from |
|---|---|
| department from appointment types | The appointment type’s Department |
| department from clinician | The department on the user record of the service provider |
Choose the version that matches how your account uses departments. If departments are set on appointment types, use the first. If they are set on users, use the second. The report header shows which one was used.
Options
| Option | Choices |
|---|---|
| Formats | View, CSV, PDF |
| Dates | From: and To: |
| Filters | Users, Types, Rooms, Departments, Confirmed, Attendance |
See Running Reports for the steps.
What it contains
The report is titled Resource Summary when it opens.
- Attendance and Confirmation: charts with tables, splitting the appointments by status.
- Summary: one row per resource, with Total Appt, Duration / mins, Units / 5m, DNA and UTA.
- Department Breakdown: a table of resources for each department, with Total, Duration, Units / 5m, DNA and UTA, and a total row for the department.
- User Breakdown: the same table for each user.
DNA and UTA figures include the rate as a percentage, for example 2 (5.00%). Rows with a DNA are highlighted in red.
The CSV file has one row per user and resource, with the columns From, To, User, Resource, Total, Total Duration (minutes), Total Units (5min), Total DNA and Total UTA.
What to watch for
The department breakdown looks wrong You may have run the other version. Check the line in the report header that says where departments came from.
An appointment with two resources is counted under both Each resource booked counts the appointment, so adding up the resource totals can give more than the number of appointments.
DNA and UTA are counted per client DNA and UTA come from each client’s own attendance and confirmation status. A group appointment adds one DNA for each client in it who didn’t attend.