Room usage report
Why this matters
A room can look fully booked and still sit empty when clients don’t attend. The Room Usage Report sets the time booked in each room and resource against the time that ended in a completed appointment. The gap between the two is capacity lost to DNAs (Did Not Attend), cancellations and appointments left without an outcome.
Before you start
- Rooms and equipment must be set up as resources and booked with appointments.
- Time only counts as used once the appointment is marked Finished. Keep attendance statuses up to date, or the report understates use. See Attendance and DNA.
Two versions
As with the Room Report, the Reports screen lists two versions:
| Description ends with | The department is taken from |
|---|---|
| departments from appointment types | The appointment type’s Department |
| departments from clinician | The department on the user record of the service provider |
The choice only affects the department comparison. The report header shows which version 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 Use Comparison when it opens.
Room Usage: a bar for each room or resource, split into Completed time and Other time, in minutes.
Summary: one row per resource.
Column Meaning Resource The room or resource Total Appt Appointments booked with it Duration Booked (mins) Total time of those appointments Duration Used (mins) Time of the appointments marked Finished Department Room Usage and Department Room Usage Summary: the same chart and table for each department. These only appear when the report covers more than one department.
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. It is the same file as the Room Report CSV and doesn’t include the booked and used figures. Use View or PDF for those.
What to watch for
Used time is far below booked time Before treating this as lost capacity, check that staff are marking appointments Finished. Appointments that went ahead but were left with no attendance status count as Other.
The department section is missing It only appears when the report includes more than one department.