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Important
This is an Appspace Limited Release feature. Contact your Appspace Customer Success Manager to be a part of this Limited Release program and enable this feature.

Appspace’s new reporting module allows Appspace users’ to view and download available metrics through a dashboard. The Analytics & Reporting module aims to provide visibility to the following analytics available for Appspace Space Reservation and Visitor Management systems:

  • The raw counts related to users, resources, facilities, catering, check-ins, etc.
  • Utilization metrics based on users, resources, time periods, etc. including but not limited to:
      • Utilization
      • Zombiing
      • Capacity/occupancy
  • Trending information.

Via the Analytics > Reports tab that hosts our new reporting module, Account Owners or Location Admins can:

  • Customize,  extract, and export the data to a .xlsx file.
  • Schedule reports to run periodically and get the download link via an email or enterprise messaging app notification.

These are the currently available metrics: 

  • Visitor Directory
  • Visitor History
  • Reservations Created
  • Reservations Availability
  • Reservations Utilization

This article provides instructions to generate reports for Visitor Management.

Prerequisites

  • An active Appspace public/private cloud user account.
  • Platform user license with Account Owner or Location Admin role.
  • Visitor Management solution configured.

Create and Configure Reports

Follow the instructions below to create reports:

  1. Log in to your Appspace console.
  2. Click the ☰ Appspace menu, and select Analytics.
  3. Click the Reports tab.
  4. To create a report, click the +Create button.
  5. In the Select Type section, select the desired report.
  6. In the Edit Report section, select your data based on the available fields. Different reports will have different data fields, for example:
    • The Visitor History report you may select:
      • Columns – In the Report Columns Settings, select the columns that you want to display in the report and click Save.

      • Host – You can select your preferred user in the host section.
      • Location – Select the location from which you want the report to be generated.
      • Date Range – In the date range section, you can choose from the following options: Yesterday, Last 7 Days, Last 30 Days, Last 90 Days, Last 12 Months, Current Month, Current Year, Last Week, Last Month, Last Year, Custom Range, and Specific Dates.
      • Visitor Status – Based on your preferences, you can select one of the following options in the visitor status section: All Visitors Statues, Checked-in, Checked-out, Invite not confirmed, Expected, Invite canceled, Pending registration, Pending checkpoints, Pending host checkpoints, No Show, Did not check-out and Registration not completed.
    • The Visitor Directory report you may select:
      • Columns – In the Report Columns Settings, select the columns that you want to display in the report and click Save.

      • Visitor – Select your desired visitors from the visitor section.
      • Visitor Type – In the visitor type section, you can choose between All Visitor Types, Contractor, Delivery Personnel, Family Member, Business Guest, New Hire, and Others based on your preferences.


      • Preregistration Status – Choose the preregistration status with the following options based on your preferences: All Statutes, Pending, Partial, or Complete.
      • Created By – You can select your preferred user in this section.
      • Keyword – You can also use keywords to search.

  7. Click the Generate Report button arrow and select Generate Report or Generate and Download Report.
  8. The report will be displayed.
  9. Click the Next button on the top right.
  10. In the Schedule section, configure the following fields:

    • Report Name: Name the report.
    • Share With: Add users with an Appspace account as recipients of the report. If these users have access to the Appspace console, they can see the reports but will not be able to edit them.
    • Notifications: Select Email and/or Enterprise Messaging as a notification option with a link to download the report included.
    • Run Time: Schedule report generation with the option to set an end date or occurrences.
    • History: Choose to retain your reports according to the number of Reports Generated or select options from the Specific Date drop-down menu.

  11. Click Save. You can select Save or Save and Download.

Manage Reports

Follow the instructions below to manage a Report.

  1. On the Reports dashboard, select and click the ellipsis next to the desired report.
  2. Select one of the following tabs:
    • In Edit Report you may do the following:
      • Edit the report by configuring the fields.
      • View previously generated reports in the History tab.
      • In the Setting tab, you can do the changes to schedule your report. Refer to step 8 in the create and configure Report section.
      • Click Save.
    • Click Copy Report if you wish to copy the report.
    • Generate and Download to run and download the selected report.
    • Click Run Now if you wish to run the report now.
    • Click Delete if you wish to delete the generated report.