# User appointment report

## Why this matters

The User Appointment Report shows each service provider's caseload for a period: who they saw, how
often, for how long, and how many of those clients did not attend. It suits supervision, caseload
reviews and activity returns, where the account-wide summary is more than you need.

## Options

| Option | Choices |
|---|---|
| Formats | View, CSV, PDF |
| Dates | **From:** and **To:** |
| Filters | **Users**, **Types**, **Rooms**, **Departments**, **Confirmed**, **Attendance** |
{.table}

To report on particular users, select them with **Users**. See
[Running Reports](/docs/reporting/running-reports/) for the steps.

## What it contains

The report has a heading for each user, followed by a table with one row per client that user saw
in the period.

| Column | Meaning |
|--------|---------|
| Client | The client's name |
| New Appt | Appointments that were the client's first |
| Repeat Appt | All other appointments |
| Duration | Appointment time in minutes |
| Units / 5m | Appointment time in 5-minute units |
| DNA | Did Not Attend count |
| UTA | Unable To Attend count |
{.table}

The total row for each user gives the DNA and UTA counts with their rate as a percentage, for
example *3 (4.17%)*. A client row is highlighted in red if the client has a DNA.

This is the same breakdown that closes the
[Appointments Summary Report](/docs/reporting/appointments-summary-report/), without the charts and
summaries that come before it.

The CSV file has one row per user and client, with the columns **From**, **To**, **User**,
**Client**, **Total New**, **Total Repeat**, **Total Duration (minutes)**, **Total Units (5min)**,
**Total DNA** and **Total UTA**.

## What to watch for

**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.

**A new client shows as a repeat**
An appointment is new only if it falls on the date of the client's first appointment anywhere in
the account, not their first with this user. A client moving to a new service provider shows as a
repeat.

**Names are surname first**
User headings and client names read *Surname, First name*. Search for a surname when looking for
someone in a long report.

## Related

- [Appointments Summary Report](/docs/reporting/appointments-summary-report/)
- [Running Reports](/docs/reporting/running-reports/)
- [Users and Permissions](/docs/setting-up/users-and-permissions/)

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Source: https://diarybook.com/docs/reporting/user-appointment-report/