Using the Reports Workbench
Data sources, visualizations, and date range filtering.
Reports is one working surface rather than a gallery of finished documents. You pick a data source, tick the numbers you want, choose how to draw them, and the chart redraws as you go. There is no separate builder to open and no report to generate — what you are looking at is the report, and saving it just remembers the settings.
Getting there
Open Reports from the main sidebar. The page loads with the Leads data source, a year-to-date range and a bar chart already drawn, so there is something on screen before you touch anything.
Quick Access
The left sidebar is headed Quick Access. At the top is a row of data source buttons, one icon each — only the one you are on shows its name. Below that sit the templates for the source you are on, and then any reports you have saved, under a Saved heading.
On a phone the sidebar is hidden. A Templates button in the toolbar opens the same lists in a sheet titled Templates & Saved Reports.
Data sources
Ten sources, and the one you pick decides everything downstream — which numbers you can chart, which groupings exist, and which insights appear.
| Source | What it covers |
|---|---|
| Leads | Leads by source, status and loss reason, with budget and response time |
| Proposals | Proposals sent, accepted, win rate and value |
| Contracts | Contracts, signed count and rate, value and deposits |
| Invoiced | What you have billed — invoice totals, counts and averages |
| Collected | What has actually arrived — payments, by method |
| Weddings | Wedding counts and average guest numbers, by status and package |
| Vendors | Vendor counts and average score, by category and status |
| Tickets | Maintenance tickets, open and critical counts, estimated against actual cost |
| Equipment | Equipment counts, items needing repair, purchase cost |
| Contractor Jobs | Contractor jobs, quoted against actual cost, average rating |
The last three belong to FacilitySync. Without it they still appear, with a padlock instead of their icon, and clicking one opens the upgrade prompt rather than switching source.
Two names are worth remembering because they are easy to mix up: Invoiced is what you billed, Collected is what was paid.
Choosing a date range
Six preset buttons: 7D, 30D, MTD, QTR, YTD and 1Y. YTD is the default.
Those six are the whole of it. There is no custom start and end date — the presets are the only way to move the window.
Drawing it
Five chart buttons, icons only: Bar, Line, Area, Pie and Table. Bar is the default.
A sixth style exists — a single large number with its change underneath — but it has no button. The only way to reach it is to load the Month-over-Month Growth template, which is saved in that style. Switch chart type afterwards and you cannot get back to it without loading the template again.
Comparing against an earlier period
Turn on Compare and two buttons appear: Prev puts the previous stretch of the same length beside your current one, YoY puts the same dates a year earlier. The comparison is drawn into the same chart.
Clicking the chart
The chart is not a picture. The hint printed under it — click to filter, right-click to drill down — is the part people miss:
- Left-click any bar, slice or point to filter everything by it. The value becomes a chip under a Filters: label, and clicking the same element again takes it off. Clear all removes the lot.
- Right-click the same element to open a panel from the right listing the individual records behind it, titled with the value and how many records there are.
Nothing about the chart advertises the right-click, so it is the first thing to show someone.
Business Intelligence
A second panel sits down the right-hand side, headed Business Intelligence and marked Beta. It has two tabs, Insights and Scenarios, and it opens on Insights. On a phone it is behind the purple button in the toolbar instead.
Insights reads your data and writes up what it finds, and what it offers depends entirely on the source you are on:
| On this source | You get |
|---|---|
| Leads | Lead Sources Ranked by Quality — your sources ordered by how well they actually convert, with average budget beside each |
| Weddings | Current Package Mix with Model Different Mix and its Projected Impact, then Seasonal Distribution, Off-Season Strategy and a Monthly Breakdown |
| Invoiced | Seasonal Distribution and the off-season workings |
| Vendors | Performance Distribution, Top Performers and Needs Attention; then Total Vendor Spend, Spend by Category and Top Vendors by Spend; then Relationship Status and Strong Relationships |
On the other six sources — Proposals, Contracts, Collected, Tickets, Equipment and Contractor Jobs — the Insights tab is simply empty. It does not say why, and nothing is wrong: no analysis has been written for those sources yet.
One caution on the vendor figures. The lifetime spend totals those panels read are not currently being recorded anywhere, so Total Vendor Spend and Top Vendors by Spend will show zero for every vendor however much you have paid them. Use the Collected source for real money until that is fixed.
Tip: Templates are the quickest way in. Click one, see how it is put together, then change the source or the dates and watch what happens — you are already editing a report at that point.
Frequently Asked Questions
How fresh is the data? It is read live each time you change anything. There is no overnight build and nothing to refresh.
Can my team see my saved reports? Yes. Saved reports belong to the venue, not to you, so anyone who can open Reports sees them.
Why has my chart gone blank? Usually the combination has no answer — a metric with no matching records in the window, or filters that between them exclude everything. The workbench says so rather than drawing an empty axis. Widen the dates or clear the filters.
Is there a limit on saved reports? No.
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