This article will guide you through generating and understanding the Booking Events Log Report. This report shows booking activity that occurred during the selected date range, including new bookings, cancellations, completed bookings, no-shows, and past bookings that have not yet been logged.
Content
- Before You Begin
- Generate the Booking Events Log Report
- Understanding the Booking Events Log
- Use Cases
- Frequently Asked Questions
Before You Begin
Requirements
You must have a Master Admin login or a staff login with the following permissions:
- Reporting: Can Access Reports
- Reporting: Can Access Credits/Bookings: Bookings Change History
Important Notes
- Report retrieval is limited to a 10-year timeframe from the current date.
- Reports are not customizable.
- The "booking event" is connected to the date the booking change was made, not on the date of the session itself.
- For example, if you are looking at new bookings made, you will need to use the calendar to select the date range during which the bookings were made, not the date of the class itself.
- The report reflects information in real time.
Generate the Booking Events Log Report
Navigate to Reports > Credits/Bookings > Booking Events Log.
Choose the date range > Show All Events (or filter by a specific event type) > All Session Types (or select a specific session type) > Run Report.
Understanding Your Report
Booking Events Log
The online report will contain 3 sections of information. The first section is the Booking Events Log. This contains the full detail of the booking event.
Booking Event - New Booking Made, Booking Cancelled, Booking Completed, No Show or Past But Not Logged
Log Date - The date the booking event occurred
Event Logged By - The name of the person who logged the booking event in ClubReady
Booking ID - ClubReady booking ID
Booking Location - The location name of the club where the booking took place
Customer Home Location - The location name of the club that the customer belongs to
Last Name - Customer last name
First Name - Customer first name
User ID - ClubReady user ID
Email - Customer email address
Phone - Customer home phone number
Cell Phone - Customer cell phone number
Work Phone - Customer work phone number
Booking Detail - The name of the class or service session that the booking is for
Session Mins - The class or session minutes
Location Type - This will display if the booking was Physical or Virtual
Booking Date - The date that the booking occurred or is scheduled to occur
Booking Start - The starting time of the booking
Booking End - The ending time of the booking
Booking With - The name of the staff member who is holding the booking
Booking Made By - The name of the staff member (or client) who scheduled the booking
Current Status - The status of the booking as of the report date (Open, Completed, No Show, Cancelled, etc.)
To export the data, select the floppy disk and choose your method of export: CSV (comma delimited), PDF, or Excel.
To page through to the next section, select the right arrow.
Summary By Customer
This will display the event count (the total number of booking events that occurred per user), who made the booking, and not who the booking is scheduled with. This report also includes Member Status, Membership Type, Prospect (Lead) Type, number of Physical bookings and number of Virtual bookings.
Summary By Employee
This will display the event count by who the booking is scheduled with, not who made the booking.
Use Cases
1. Reviewing Booking Cancellations
- A manager wants to monitor cancellation trends for the past month.
- The manager runs the report and filters for Booking Cancelled events.
- Result: The club can identify cancellation patterns and determine if staffing or scheduling adjustments are needed.
2. Tracking No-Show Activity
- A club wants to identify members who frequently miss scheduled appointments.
- Staff run the report and review No Show events during the selected timeframe.
- Result: The club can follow up with members and encourage better attendance.
3. Auditing Staff Booking Activity
- A manager wants to review booking activity assigned to a specific trainer.
- The manager reviews the Summary by Employee section.
- Result: The club gains visibility into booking volume and appointment activity for each employee.
4. Identifying Unlogged Sessions
- A club wants to ensure completed sessions are being properly updated.
- Staff review Past But Not Logged events.
- Result: Outstanding booking records can be updated, improving reporting accuracy and session credit tracking.
Frequently Asked Questions
Q: Why don't I see bookings scheduled for a specific class date?
A: The report is filtered based on when the booking event occurred, not when the class or appointment is scheduled.
Q: What does "Past But Not Logged" mean?
A: It identifies bookings that occurred in the past but have not yet been updated to a final status such as Completed, No Show, or Cancelled.
Q: What is the difference between Summary by Customer and Summary by Employee?
A: Summary by Customer groups activity by who made the booking, while Summary by Employee groups activity by the employee assigned to the booking.
Q: Can I filter the report by a specific event type?
A: Yes. Instead of selecting Show All Events, you can choose a specific booking event type when generating the report.