Run custom appointments reports

Overview

Booked jobs include appointments, which are used to schedule technician visits. To run reports on appointments, use the Jobs template and customize columns to include appointment-related metrics.

Example reports:

• Report on appointments going out for a given day

• Report on the number of trucks that rolled out on appointments for the month

• Schedule weekly delivery of reports on the number of unique jobs with appointments

Create a custom Jobs report

Follow the steps to create a custom report based on the Jobs template and select the columns to include in your report.

The Jobs template has the following columns selected by default:

• Job #: Job number

• Job Type: Job type listed on the job record

• Job Campaign: Marketing campaign the job was referred from

• Campaign Category: Marketing campaign category the job campaign belongs in

• Business Unit: Business unit attached to the job

• Invoice #: Invoice number associated with the job

• Total: Total on the invoice

• Completion Date: Date the job was completed

• Customer Name: Name of the customer billed on the job

• Location Address: Service location on the job

You can add appointments-related columns from the Appointments section:

• Total Appointments: Count of all active appointments attached to the job

• Next Appt Start Date: Date of the next scheduled appointment

• Next Appt Start Time: Time of the next appointment

• Next Appt Technicians: Technicians assigned to the next appointment

• Next Appt Confirmed: Whether the next appointment is confirmed or not

• Most Recent Appt Date: Date of the most recent appointment that’s occurred

• Most Recent Appt Technicians: Technicians assigned to the most recent appointment

• First Appt Date: Date of the first appointment on the job

• Last Appt Date: Date of the appointment with the latest start date and time

• Missed Appointments: Count of scheduled appointments that have not been dispatched or worked on

• Appt Hold Reasons: Reason given for On Hold appointments

• Appt Paused Technicians: Names of technicians on appointments with the status Paused

  Note: The Paused status replaces the Done for Now status.

• Appts On Hold: Count of appointments with the status On Hold

• Appointments to Date: Count of all active appointments within date filters

• Unused Appointments: Count of appointments with the status Unused

• Upcoming Appt Start Date: Start date of the first scheduled appointment tied to this job

• Upcoming Appt Start Time: Start time of the first scheduled appointment tied to this job

• Upcoming Appt Technicians: Names of the technicians assigned to the first scheduled appointment tied to this job

• Upcoming Appt Confirmed: Checked/”true” if the first scheduled appointment tied to this job has been confirmed

  Note: For the Upcoming Appointment columns, if there are no appointments scheduled for this job, the report will show “No appointments scheduled.” Missed appointments can be considered as Upcoming Appointments. Unused appointments are not considered as Upcoming Appointments. 

Run report

Before running the report, set filters to narrow your results:

1. From the Filter by dropdown, select how you want to filter the report:

   1. Invoice Date: Date on the invoice

   2. Job Completion Date: Date the job was completed

   3. Job Creation Date: Date the job was booked

   4. Job Start Date: Date the job is scheduled to begin

   5. Last Paid On Date: Most recent date that payment was made on the invoice

   6. First Dispatch: Date a technician was first dispatched to the job

   7. Jobs with Appt Date: Jobs with at least one appointment date that takes place within the filtered date range. Start and end dates do not need to fall within the filter dates.
      

2. Click the From - To field to set date filters. You can:

   • Use the calendar to select a specific date range and then click Apply.
     

   • Use the left menu to select a preset date range:

     • Today: From 12:00 AM to the current time.

     • Yesterday: Previous day, from 12:00 AM to 11:59 PM.

     • This Week: From Monday through Sunday of the current week.

     • Week to Date: From Monday through the current date of the current week.

     • Last 7 Days: Previous seven days, including today.

     • Last 14 Days: Previous 14 days, including today.

     • Last 30 Days: Previous 30 days, including today.

     • Month to Date: From the first of the current month to the current day.

     • Last Month: Entire month before the current month. For example, if the date is February 5, the entire month of January.

     • Last 90 Days: Previous 90 days, including today.

     • This Quarter: Current quarter, including future dates. For example, if the date is April 25, from April 1 - June 30.

     • Last Quarter: Entire quarter before the current quarter. For example, if the date is April 25, from January 1 - March 31.

     • Quarter to Date: From the first day of the current quarter to the current day.

     • Year to Date: From January 1 of the current year to the current day.

     • Last 365 Days: Previous 365 days, including today.

     • Last Year: From January 1 of the previous year to December 31.

3. From the Business Unit dropdown, select the job business units (BUs) you want to report on. By default, the report runs for all BUs. You can filter your report by business units or business unit categories:

   • Click the dropdown to select individual BUs.
     

   • To report on BU categories such as trade or division, click Filter , select the BU categories you want to include, and click Filter.
     

     Note: How BU filters are applied depends on the key performance indicator (KPI). Hover over a column header for details.
     

4. Select Include Adjustment Invoices to include any invoice adjustments in your report results.
   

5. When you're done setting your filters, click Run Report.

Drill down into appointments

After you run your report, you can drill down into appointment details.

Open a job record

In the report results, click a Job # to open the job record in a new tab.

The job record includes all appointments attached to the job.

View appointment details

To view appointment details for a report entry:

1. In an appointments-related column, click an entry. For example,  click the entry for Total Appointments. The column highlights in blue.
   

2. In the highlighted entry, click Expand . A drilldown opens with appointment details for that entry, including appointment numbers, relevant dates, and more.
   

Want to learn more?

• Visit ServiceTitan Academy to enroll in the Appointments curriculum