# 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](/docs/setting-up/appointment-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](/docs/appointments/attendance-and-dna/).

## Two versions

As with the [Room Report](/docs/reporting/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 |
{.table}

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** |
{.table}

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

## What it contains

The report is titled **Resource Use Comparison** when it opens.

1. **Room Usage**: a bar for each room or resource, split into **Completed** time and **Other**
   time, in minutes.
2. **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 |
   {.table}

3. **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](/docs/reporting/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.

## Related

- [Room Report](/docs/reporting/room-report/)
- [Resources](/docs/setting-up/appointment-resources/)
- [Attendance and DNA](/docs/appointments/attendance-and-dna/)

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