# 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](/docs/setting-up/appointment-resources/) and
  booked with appointments. An appointment with no resource isn't counted against any resource.
- The department breakdown needs [departments](/docs/setting-up/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 |
{.table}

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** |
{.table}

See [Running Reports](/docs/reporting/running-reports/) for the steps.

## What it contains

The report is titled **Resource Summary** when it opens.

1. **Attendance** and **Confirmation**: charts with tables, splitting the appointments by status.
2. **Summary**: one row per resource, with **Total Appt**, **Duration / mins**, **Units / 5m**,
   **DNA** and **UTA**.
3. **Department Breakdown**: a table of resources for each department, with **Total**,
   **Duration**, **Units / 5m**, **DNA** and **UTA**, and a total row for the department.
4. **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.

## Related

- [Room Usage Report](/docs/reporting/room-usage-report/)
- [Resources](/docs/setting-up/appointment-resources/)
- [Departments](/docs/setting-up/departments/)

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Source: https://diarybook.com/docs/reporting/room-report/