Create and Schedule Visitor Management Reports in Analytics

The all-new Reports feature introduced in Appspace 8.1 provides organizations with the operational and behavioral information required to make data-driven decisions in order to optimize customer facilities and the Appspace service itself for a better user experience.

With the increased adoption and expansion of both Space Reservations and Visitor Management solutions, the initial release of Reports focuses on providing organizations with basic reporting capabilities that leverage raw metrics, utilization metrics, and trending information collected via Analytics, such as reservations, resources, visitors, and much more into a spreadsheet that can be downloaded immediately, or scheduled to run at any given time.

This article provides instructions to create and generate reports using the Visitor Management report template available in Analytics.

Prerequisites

• An Account Owner or Locations Admin role, assigned with a Platform user license.
• A configured Space Reservations and Visitor Management module.
• Optional – Configured Visitors Notifications for Enterprise Messaging notifications.

Create and Schedule Visitor Management Reports

Follow the instructions below to create Visitor Management reports.

1. Log in to your Appspace console.
2. Click the ☰ Appspace menu, and select Analytics from the menu.
3. Click the Reports tab, and click the + Create button.
   
4. In the Select Type section, select the desired Visitor Management report template.
   
5. In the Edit Report section, proceed to configure the following reporting fields from the drop-down:
   • Visitor History
     
     • Columns – All Columns (Default)
       • Click the ⚙ Gear icon to customize: Select the fields you wish to include, or rearrange the order of the fields for a customized report format. Once done, click Save.
     • Host – Enter the name of the host. (Optional)
     • Location – Select the location of the visitors.
     • Date Range – Select the desired duration of the visitor period.
       • Last 7 Days, Today, …, Last Month, Last Year.
       • Custom Range – Select a custom range, that can range from the last hour to the next year.
       • Specific Dates – Select the specific start and end date of the report.
     • Visitor Status – Select the visitor status. (Optional)
   • Visitor Directory
     
     • Columns – All Columns (Default)
       • Click the ⚙ Gear icon to customize: Select the fields you wish to include, or rearrange the order of the fields for a customized report format. Once done, click Save.
     • Visitor – Enter the visitor’s name. (Optional)
     • Visitor Type – Select the visitor type from the drop-down menu. (Optional)
     • Preregistration Status – Select the preregistration status from the drop-down menu type. (Optional)
     • Created By – Select the user that created or invited the visitor. (Optional)
     • Keyword – (Optional)
6. Click the Generate Report button to generate a preview of the first 1000 results, or click the drop-down arrow and select Download Full Report. The Visitor Management report in .xlsx format will automatically be downloaded to your default download folder.
7. Click Next to schedule the report.
8. In the Schedule section, proceed to configure the following scheduling fields:
   
   • • Report Name – Enter the visitor management report name.
     • Share with – Enter the Appspace users you would like to share the report with.
   • NOTIFICATIONS
     • Enterprise Messaging – Slide the toggle switch to ON to send a notification via the enterprise messaging app with a download link of the report.
     • Email – Slide the toggle switch to ON to send a notification via email with a download link of the report.
   • RUN TIME
     • Repeats Every – Select the number of times per day, week, month, or year the report is run.
     • Repeats On – Appears only when Week, Month, or Year is selected.
       • If Week is selected, select the day of the week.
       • If Month is selected, select the date or the day of the week.
       • If Year is selected, select the date, or the day of the month.
     • At – Select the time the report is run.
     • Timezone – Select the timezone for the report
     • Ends
       • Never –
       • After – Enter the number of occurrences before it ends.
       • On – Select the specific date for the report to end.
   • HISTORY
     • Retain Report History for
       • Reports Generated – Enter the number of reports generated to be kept.
       • Specific Date – Enter the duration of the reports to be kept.
9. Once done, click Save. Optionally, you may also click the drop-down arrow to Save and Download the report, or Save as Template to generate future reports.
10. The saved Visitor Management report will be listed and displayed on the All Scheduled Reports section of the Reports dashboard.

Manage Reports

Follow the instructions below to manage a report.

1. Log in to your Appspace console.
2. Click the ☰ Appspace menu, and select Analytics from the menu.
3. Click the Reports tab, and click the ellipsis of the desired report and select one of the following actions:
   
   • Edit Report – Edit the report or view the History of the report and previous reports generated.
   • Copy Report –
   • Generate and Download –
   • Run Now – Generate the latest version of the report.
   • Delete –