> Canonical source: [https://citaflow.com/en/help/analytics/](https://citaflow.com/en/help/analytics/)

# Analytics and Reports

6 min read Updated: January 2025

Make informed decisions with real data. Analyze your business performance, identify trends, and optimize your resources with detailed reports.

## Main Dashboard

### Key metrics in real-time:

#### Today's appointments

Total appointments scheduled for today with current status.

#### Estimated revenue

Expected billing based on confirmed appointments.

#### New clients

Customers booking for the first time this month.

#### Occupancy rate

Percentage of productive time vs available time.

## Types of Reports

### Business Report

Overall view of business performance.

- Revenue by period

- Comparison with previous month

- Future projections

- Growth analysis

### Service Analysis

Detailed performance by service.

- Most requested services

- Profitability per service

- Actual average duration

- Demand trends

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### Team Productivity

Performance metrics by professional.

- Hours worked

- Appointments attended

- Revenue generated

- Customer satisfaction

### Customer Behavior

Patterns and habits of your customers.

- Visit frequency

- Average value per customer

- Retention rate

- Inactive customers

## Cancellation Analysis

### Identify and reduce losses:

#### Cancellation rate

% of cancelled vs confirmed appointments

#### Notice time

Average advance notice for cancellations

#### By customer

Identify problematic customers

#### Estimated losses

Revenue lost due to cancellations

## Custom KPIs

### Configure your own indicators:

#### Hair Salon

- Average ticket per customer

- % additional services sold

- Time between visits

- Loyalty (>5 visits)

#### Clinic

- New vs recurring patients

- Average wait time

- No-show rate

- Post-consultation satisfaction

#### Gym

- Occupancy per class

- Peak vs off-peak hours

- Monthly retention

- Most popular classes

## Periodic Reports

#### Daily

Daily summary with completed appointments, revenue, and upcoming bookings.

#### Weekly

Weekly analysis with comparisons and trends.

#### Monthly

Complete monthly report with all KPIs and metrics.

#### Quarterly

Strategic quarterly view with projections.

## Data Export

### Available formats:

#### Excel (.xlsx)

Ideal for detailed analysis and custom charts.

#### PDF

Perfect for sharing formal reports with partners.

#### CSV

For importing into other systems or databases.

#### Automatic email

Receive periodic reports in your inbox.

## Advanced Filters

### Segment your data by:

#### Date range

Any custom period

#### Services

One or multiple services

#### Professionals

Individual or by team

#### Customers

Specific segments

#### Payment method

Cash, card, online

#### Location

By branch or area

## AI Voice Analytics

### Phone system metrics:

#### Calls received

Total incoming calls and average duration.

#### Automation rate

% of appointments managed without human intervention.

#### Conversion

% of calls resulting in confirmed appointment.

#### Satisfaction

Average rating of voice service.

## Automatic Insights

### CitaFlow automatically detects:

#### Growth opportunities

"Tuesday afternoons have 40% less occupancy. Consider promotions."

#### Performance alerts

"Cancellation rate increased 15% this month. Review confirmation policy."

#### Recommendations

"Service X generates 3x more revenue. Prioritize its promotion."

## Frequently Asked Questions

### How far back can I access historical data?

You can access all your historical data from when you started using CitaFlow. Data is never deleted and is always available for analysis.

### Can I share reports with my accountant?

Yes, you can export reports in Excel or PDF and share them. You can also create a read-only access for them to consult directly.

### Do the data update in real-time?

Yes, all metrics update instantly. As soon as an appointment is created, modified, or cancelled, analytics reflect the change.

### Can I schedule automatic reports?

Yes, you can configure automatic sending of daily, weekly, or monthly reports to your email or your team's email.