Community report — How it is going, demand left out and what is pending

The Statistics and report screen tells you how what can be booked in your community is being used, so you can decide with data (longer hours, more slots, rules) and take it to the residents' or members' meeting. It has two tabs: Usage, with the statistics, which is free, and Report, the community report, which belongs to Apoing Pro and is free for now: if that ever changes, we will let you know a month in advance, and the Usage tab will stay free.

Where it is

On the web, in the community's Management panel, Data section, Statistics and report (also in the menu, Management › Statistics). In the app, in More › Manage communities (or Home › My communities › Manage), Data section, Statistics and report. Only administrators can see it.

If you manage several communities, choose which one to see under Community at the top. Below it you choose the period: the shortcuts (Last 7 days, Last 30 days, Last 3 months, Last year) or any dates you like in From and To (one year at most), then press Show. In the app, you choose the period with the shortcuts.

Usage statistics (Usage tab)

In the Usage tab you can also filter by Category (for example, padel only). It shows:

• The period's figures: occupancy (hours booked out of the hours open), bookings, how many different people played or booked, and the average length of a booking.
• Occupancy per calendar: each calendar with its occupancy percentage, its bookings and its hours, based on the hours it is open according to its schedule.
• Heat map: day and time: how much of each time slot was taken, Monday to Sunday; the more orange, the more demand. By default it shows all calendars together; you can also pick each calendar separately (for example, court 2 only) to see its peak hours: that is Pro · free for now. It is the same map the Peak hours rule uses.
• Walk-in and in advance (in clubs and calendars with players): how many bookings were made on the spot, with “Take it now”, and how many in advance.
• Use per person: how many bookings and hours each person has, with their booking code or home. If the category asks for the players of each booking, every player counts; otherwise, the person who booked. The 100 people with the most hours are shown.

The Download button downloads a CSV file (it opens in Excel, Numbers or Google Sheets) with the period total, each calendar, each heat-map slot and each person, everyone even if there are more than 100. The app shows the same, but the download is done on the web.

Events, blocks, tournaments and scheduled activities are not counted: they take up the calendar but are nobody's booking.

What the report shows

• Highlights: up to three sentences summing up what matters in the period, for example “Bookings are up 30%”, “The 10:30 slot on Saturdays fills up” or “The barbecue is hardly used”. They come straight from the figures, so you do not have to interpret them.
• Summary: bookings, people booking, hours booked and occupancy in the period, and the change from the same number of days just before (green if it goes up, red if it goes down). Occupancy is compared in percentage points (pp).
• A year ago: under the summary figures, how the same period went last year (if there were bookings then), plus a small 12-month trend chart.
• Pending now: requests to join, open and in-progress incidents, bookings to approve and people on a waiting list. Tap each one to go and deal with it.
• Last 12 months: bookings each month (the last one, up to the date you chose), to see the season and whether the community is growing.
• Demand left out: how many people joined a waiting list, how many got the slot and how many did not, which calendars are most wanted and the slots that fill up (90% occupancy or more). If it keeps happening, maybe another schedule or more slots are needed.
• Cancellations and no-shows: what share of the bookings for those days gets cancelled (the percentage, compared with the previous period), how far ahead (less than 2 hours, the same day or more than a day), how many an administrator cancelled and which facilities get the most cancellations. Below, what the automatic rules count if you have them turned on: late cancellations, no-shows (with their percentage) and sanctions. If many are cancelled less than 2 hours ahead, «Highlights» tells you: that slot is hardly ever used by anyone else.
• Facilities: from most to least occupied, with an arrow comparing with the previous period and the “full” (75% or more) and “hardly used” tags.
• Incidents: how many were opened and closed, the average days to close them and which facility has the most. Also a chart with how many were open, in progress and resolved at the end of each week or month in those dates.
• Reviews (for businesses, instead of Incidents): the average rating in those dates compared with the days before, how many new reviews there are, how many still have no reply and each professional from best to worst rated. Also two charts with how many reviews come in and their average rating for each week or month in those dates.
• Members and channel: new members in the period and the share of bookings made from the app versus the website.
• How use is spread: the share of bookings made by the top 10% and how many members did not book at all. If a few take most slots, the «Fair turn» rule spreads them.
• Use by home: how many homes booked and the top 10 (by home or booking code, never by name). If the community has its list of homes, you will also see how many did not book at all.

The report always covers the whole community (no category filter) and, like the Usage tab, it does not count events, blocks or tournaments.

Depending on the type of community

The report speaks your community's language: residents, members, customers, teachers or users, depending on its type. For businesses it changes more: it talks about appointments, customers and professionals, adds a Your business block (estimated income, average ticket, new and returning customers, most requested services) and reviews, and leaves out incidents, requests to join, how use is spread and use by code.

PDF and spreadsheet

The PDF for the meeting button (Download PDF if it is not a residents' community) downloads the report ready to print or attach to the minutes: the community name, the period, the highlights, the figures with their change, the 12-month chart, each facility's occupancy and the other sections, without people's names.

The Spreadsheet button downloads a CSV file with the whole report for the chosen period, which opens in Excel, Numbers or Google Sheets. It is the easiest way to attach it to the minutes or show it at the meeting.

Monthly summary by email

At the end of the report you can tick Email me the summary of each month (it is saved as soon as you tick it; there is no save button). It arrives at the start of the month with the previous month (bookings, occupancy, waiting lists, cancellations and pending items) and a button to open the full report. It is only for you: each administrator turns it on or off on their own, in the same place.

Polls in the report

At the end of the report you see the polls that were open in the period. Tick the ones you want to add: they are saved as you tick them and appear in the report, the PDF and the spreadsheet with their result and who voted what (name and home). In anonymous polls only who took part is shown, never their answer. They are always labelled as advisory polls, not formal decisions of the community.

Privacy

Only the community's administrators can see the report. Use is grouped by home or booking code, without names; names only appear in the polls the administrator adds (who voted what, or who took part in anonymous ones). If you share the PDF with the board, remember it contains those names. The administrator uses it to run the community, like the other management screens.