Reports gives you an overview of your sessions, clients and payments. Each report can be filtered by date, searched and exported, so you can track your practice or share the numbers with your accountant.
Note: All clients, names, emails, appointments and other data shown in the screenshots are sample data we created for this guide. They are not real people or real records.
When to use this
- You want to see all your sessions over a period, and which clients attended.
- You want to find clients who don’t have their next appointment booked.
- You need to export a list of sessions as a PDF, CSV or Excel file.
Open Reports
1. In the left sidebar, click Reports.
Reports opens on the Sessions report. The report menu on the left has two groups:
Sessions & Clients: A. Sessions, B. Clients without Upcoming Appointment, C. Client Acquisition, D. Client List, E. Client Retention and F. Client No-Show.
Billings & Payments: Client Receipt, Payouts, Revenue and Transactions.
The path at the top, for example Reports › Sessions & Clients › Sessions, shows which report you’re in. Click a report in the menu to open it.
The Sessions report
Sessions lists every session, with the Client, Date And Time, Session (the client and service, for example Olivia Test | Initial assessment), Therapist and Status, such as Scheduled or Arrived. Use the arrows and page numbers at the bottom to move between pages, for example Showing 1 - 8 of 13.
Search, filter and export
1. To search, click the search icon, then type in Search client or service.
Click the x to clear the search.
2. To choose the dates, click Pick A Date.
Choose Today, Yesterday, This week, Last week, This month or Last month, or click a start date and an end date on the calendar. Use the arrows to move between months.
3. To export the report, click the download icon and choose Export as PDF, Export as CSV or Export as Excel.
Open a session note
Click a session in the list to open its session page. It shows the Attachments, the AI clinical note, for example the SOAP Note, and Edit Notes. Click Back To Clients to leave. See Review and sign a session note in the Client Profile: Insights & Clinical Chart guide.
Book the next appointment
1. In the Action column, click the three-dot icon on the session, then click Book.
2. Fill in the appointment form.
The appointment form opens with the Therapist and Client already filled in. Choose the Service, date and time, and the other settings, then create the appointment. See Create an appointment in the Appointments guide.
Clients without Upcoming Appointment
This report lists clients who don’t have their next appointment booked, so you can follow up with them. At the top it shows the Number of Active Clients and the Number of Clients without Upcoming Appt.
The list shows each client’s Client Name, Last Appointment, Days Since Last Appt., Therapist and a Quick Action. When every client has an appointment booked, it shows No clients without an upcoming appointment.
- Choose All Team Members or one team member to see only their clients.
- Use the search icon, Pick A Date, the printer icon to print, and the download icon to export.
Other reports
The report menu has more reports. Each one opens the same way: click its name in the menu on the left. Like the Sessions report, you can choose the dates with Pick A Date and export the results with the download icon. Here’s what each one is for.
Sessions & Clients
- Client Acquisition: how many new clients joined your practice over the dates you choose, so you can see how your practice is growing.
- Client List: a list of all your clients in one place, which you can search and export.
- Client Retention: how many of your clients keep coming back for more sessions over time.
- Client No-Show: the appointments clients missed, so you can spot patterns and follow up.
Billings & Payments
- Client Receipt: the receipts for payments your clients have made.
- Payouts: the money paid out to your bank account.
- Revenue: how much your practice has earned over the dates you choose.
- Transactions: every payment and refund, one line each.
Tip: For a quick look at revenue, outstanding invoices and no-shows, you can also use the summary cards at the top of Billings. See the Billing & Payments guide.
