How to use the executive summary report – Timely

The executive summary report shows an overview of your appointments and sales grouped by staff member and location. It's a great report to show you an overview of how your business is performing! We have given this report its very own article given how many useful features there are, however, for more information - see our help guide How to use the Business Performance reports.

How to ensure you are getting up-to-date data

Most of the numbers in this report are live and up-to-date. The following figures on this report are updated every 24 hours at 5:00pm GMT:

New customers.
Rebooked and Retained figures for individual staff.
Average visits.

To view up-to-date retention/rebooking rates for individual customers, we recommend viewing the client retention report. To ensure that the report is showing data as expected, check that the report settings have the required appointment statuses ticked.

What is included within the executive summary report?

Report options

We'd recommend running the report at the end of a day/month/week, once all sales for that period have been accounted for. You can choose to view the report for a specific date range, location and/or staff member. You also have the option to show your totals with tax included. If you don't want to include tax in your totals, uncheck the box next to Include tax.

Report layout

This report is broken into three main sections:

Customers: this section is based on the customers/clients in that period and will report the total customers as well as the number of new customers seen during the specified time period. This is based on appointment information i.e. what's booked in the calendar.
Appointments: this section is all about the services/appointments in that period. This is based purely on appointment information (i.e. what's booked in the calendar) and doesn't reflect any sales information.
Sales: this section is based exclusively on Invoices/Sales that were raised during this period. Sales are included in this report based on the Invoice date and have no reflection of the appointments that were booked/undertaken during that same period.

Timely note: as the sales and appointment sections are based on different information, it's common for there to be differences between these totals.

How to interpret your client and appointment data

Customers

This shows your total customers seen during that time period, and how many new customers you had:

Total: The total unique customers that had appointments in the period (customers that visit more than once will only be counted once).
New: The total unique new customers that had appointments in the period (i.e. customers that have never had a previous appointment with you).

Appointments

This section contains information about your bookings. This includes the total number of bookings, how many of those were online bookings and how many services were booked as part of those bookings. It contains multiple key calculations:

Retained: this figure shows the percentage of appointments where the customer has had a previous appointment.
Rebooked: this figure shows the percentage of appointments where the customer has a future appointment.
Average visit: for each booking in the date range, how many days until the next booking. Converted to a per annum figure.
Average value: this is calculated from the appointment schedule report where it takes the total appointment value / total number of appointments.
Appointments not invoiced: this is the value of appointments that have not been invoiced. This is calculated by adding up the value of the appointments where the invoiced column shows an N in the appointment schedule report.

Timely notes:

The retained and rebooked percentages are calculated from the appointment schedule report.

The Retained and Rebooked columns on the appointment schedule report are updated once a day at 5pm GMT, so if a future booking is added today for a customer, then the N in the rebooked column won't be changed to a Y until tomorrow.

Where multiple staff members see the same client during an appointment the rebooking counts toward both staff members. If clients visit multiple locations, your reports should be viewed by location to ensure the correct figures are shown.

How to gain insights into your sales figures

As part of the executive summary report, you are able to view a summary of your sales for the given date range. This is broken down into services, products and packages sold; discounts given and any refunds issued. To get more insight into your sales, including specific service and product performance, you can utilise the sales report.

Timely note: sales and invoice figures are based on the Invoice date (the date that the invoice was raised), not the date the appointment/class took place. This is something to bear in mind if you take online payments for bookings. You can amend the Invoice date of an invoice at any time, as required.