Generate and Export a Service Report

To create a report, go to Reports > Service Reports. Use the available settings to define the report period, filter the included bookings, group the results, and select the columns displayed in the export.

Steps to Generate and Export a Service Report

1. Go to Reports > Service Reports.

Option 1: Select a Preset.

Option 2: Configure the Grouping Parameters.

Setting	Description
Use custom grouping	Turn on this option to configure custom grouping instead of relying on the selected preset or default grouping.
Group Level 1	Select the primary category used to group the report results.
Group Level 2	Select an optional secondary category. Results are first grouped by Group Level 1 and then divided by Group Level 2.

Group Level 1 options
Option	Description
Approval Status	Groups bookings according to their approval status.
Client	Groups bookings by client.
Client Coordinator	Groups bookings by the coordinator assigned to the client.
Client Department	Groups bookings by the client’s department.
Client Region	Groups bookings by the client’s region.
Funding Source	Groups bookings by funding source.
Role	Groups bookings by the associated role.
Service Category	Groups bookings by service category.
Team Member	Groups bookings by the team member who delivered or was assigned to the service.
Team Member Department	Groups bookings by the team member’s department.
Team Member Region	Groups bookings by the team member’s region.
Warning Types	Groups bookings by warning type.

Group Level 2 options
Option	Description
Approval Status	Subgroups bookings according to their approval status.
Client	Subgroups bookings by client.
Client Coordinator	Subgroups bookings by the coordinator assigned to the client.
Client Department	Subgroups bookings by the client’s department.
Client Region	Subgroups bookings by the client’s region.
Funding Source	Subgroups bookings by funding source.
Role	Subgroups bookings by the associated role.
Service	Subgroups bookings by the selected or delivered service.
Service Category	Subgroups bookings by service category.
Team Member Department	Subgroups bookings by the team member’s department.
Team Member Region	Subgroups bookings by the team member’s region.
Warning Types	Subgroups bookings by warning type.

3. Enter the required Filter Parameters. Filter Parameters determine which records are included in the Service Report. Leave optional filters blank when you do not need to restrict the report by that field.

Field	Description
From	Sets the beginning of the reporting period.
To	Sets the end of the reporting period.
Timezone	Sets the timezone used to interpret and display report dates and times.
Client	Includes bookings for the selected client or clients.
Client Coordinator	Includes bookings associated with the selected client coordinator.
Service	Includes bookings for the selected service.
Service Category	Includes bookings within the selected service category.
Client Funding Type	Includes bookings associated with the selected client funding type.
Team Member	Includes bookings assigned to or delivered by the selected team member.
Team Member Role	Includes bookings associated with the selected team member role.
Approval Status	Includes bookings with the selected approval status.
Team Member Department	Includes bookings associated with the selected team member department.
Team Member Region	Includes bookings associated with the selected team member region.
Client Department	Includes bookings associated with the selected client department.
Client Region	Includes bookings associated with the selected client region.
Cancellation Reason	Includes cancelled bookings with the selected cancellation reason.
Business Development Consultant	Includes records associated with the selected business development consultant.
Rostering Consultant	Includes records associated with the selected rostering consultant.

4. Tick any additional Filter boxes. Filter boxes provide additional booking-level controls. Select only the options relevant to the report you want to generate.

Filter	Description
Filter by priority bookings	Restricts the report according to whether bookings are marked as priority bookings.
Filter by externally delivered bookings	Restricts the report according to whether bookings were delivered externally.
Filter by cancelled bookings	Restricts the report according to whether bookings were cancelled.
Filter by sleepovers	Restricts the report according to whether bookings are classified as sleepovers.

5. Select the required Display Parameters. Display Parameters determine which column headers appear in the exported report.

Column header	Description
Actual Duration	The actual length of the delivered service.
Actual End Time	The recorded time at which the service ended.
Actual Start Time	The recorded time at which the service started.
Approval Status	The booking or service report’s approval status.
Bill Amount	The billable amount associated with the booking.
Bill Time	The quantity of time used for billing.
Booking Date	The date of the booking.
Booking ID	The unique identifier assigned to the booking.
Cancellation Reason	The recorded reason the booking was cancelled.
Client Coordinator	The name of the coordinator assigned to the client.
Client Coordinator ID	The unique identifier of the client coordinator.
Client Department IDs	The unique identifiers of the client’s associated departments.
Client Departments	The client’s associated departments.
Client Name	The name of the client associated with the booking.
Client Region IDs	The unique identifiers of the client’s associated regions.
Client Regions	The client’s associated regions.
Client User ID	The unique user identifier assigned to the client.
COF Bill Amount	The COF billing amount associated with the booking.
COF Bill Unit	The unit used to calculate the COF billing amount.
COF Pay Amount	The COF payment amount associated with the booking.
COF Pay Unit	The unit used to calculate the COF payment amount.
Duration Difference	The difference between the scheduled and actual service duration.
Duration Minutes	The service duration expressed in minutes.
Funding Source	The funding source associated with the booking or client.
Interruptions	Details of interruptions recorded during the service.
Invoice Number	The invoice number associated with the booking.
Location	The location associated with the booking or delivered service.
Manual Line Item	Indicates whether the report row relates to a manually entered line item.
Name of Booking	The name or title assigned to the booking.
Pay Time	The quantity of time used to calculate payment.
Service Category	The category assigned to the service.
Service ID	The unique identifier assigned to the service.
Service Name	The name of the service delivered or booked.
Staff Department IDs	The unique identifiers of the team member’s associated departments.
Staff Departments	The team member’s associated departments.
Staff Name	The name of the team member associated with the booking.
Staff Region IDs	The unique identifiers of the team member’s associated regions.
Staff Regions	The team member’s associated regions.
Staff Role	The role of the team member associated with the booking.
Staff User ID	The unique user identifier assigned to the team member.
Tardiness	Information about a late service start or team member arrival.
Time	The time associated with the booking or report entry.
TWC Bill	The TWC billing amount associated with the booking.
TWC Bill Unit	The unit used to calculate the TWC billing amount.
TWC Pay Amount	The TWC payment amount associated with the booking.
TWC Pay Unit	The unit used to calculate the TWC payment amount.
Warnings	Warnings associated with the booking or service report.

6. Select Export Report, then choose CSV or Summary to generate and download the report.

Scenario 1: Care hours worked by each care worker, by month

1.Go to Reports > Service Reports.

2.Set From and To to the required month.

3.Turn on Use custom grouping.

4.Set Group Level 1 to Team Member.

5. If required, filter by Team Member, Team Member Role, Team Member Department or Team Member Region.

6.Select the following Display Parameters:

Staff Name
Booking Date
Actual Duration
Duration Minutes
Pay Time
Service Name

7.Select Export Report, then choose Summary for totals or CSV for detailed analysis.

Run the report separately for each month, or export a wider date range to CSV and group Booking Date by month.

Scenario 2: Total care hours delivered by the organisation, by month

Go to Reports > Service Reports.
Set From and To to the required month or reporting period.
Use the default grouping or select a suitable preset.
Leave the client, service and team-member filters blank to include the whole organisation.
Select the following Display Parameters:

Booking Date
Actual Duration
Duration Minutes
Service Category
Service Name

Select Export Report, then choose Summary for the total or CSV to calculate monthly totals.

For a multi-month report, export to CSV and group Booking Date by month.

Scenario 3: Care hours by client

Go to Reports > Service Reports.
Set the required From and To dates.
Turn on Use custom grouping.
Set Group Level 1 to Client.
If required, use the Client filter to include selected clients only.
Select the following Display Parameters:

Client Name
Booking Date
Actual Duration
Duration Minutes
Service Name
Funding Source

Select Export Report, then choose CSV or Summary.

Scenario 4: Care hours by funding program

Use this report for programs such as CHSP, brokered services and Support at Home, provided they are configured as funding sources or client funding types.

Go to Reports > Service Reports.
Set the required From and To dates.
Turn on Use custom grouping.
Set Group Level 1 to Funding Source.
Use Client Funding Type to restrict the report to the required program, if applicable.
Select the following Display Parameters:

Funding Source
Client Name
Booking Date
Actual Duration
Duration Minutes
Service Name
Service Category

Select Export Report, then choose CSV or Summary.

Scenario 5: Care hours by service type

Use this report for service types such as Domestic Assistance, Personal Care, Social Support, Respite and Transport.

Go to Reports > Service Reports.
Set the required From and To dates.
Turn on Use custom grouping.
Set Group Level 1 to Service Category.
Set Group Level 2 to Service if a more detailed breakdown is required.
Use the Service or Service Category filters to include the required service types.
Select the following Display Parameters:

Service Category
Service Name
Booking Date
Actual Duration
Duration Minutes
Client Name

Select Export Report, then choose CSV or Summary.