Analytics

1. The Analytics dashboard serves two main purposes
   1. It allows the Administrator to select Booking records, Participant records and User records for exporting to Google Sheets.
   2. It allows the Administrator to send SMS messages to selected Users who are registered on the system.
2. Firstly the Administrator should choose if they want to work with Bookings, Participants or Users by selecting the appropriate check-box.
3. Then set the filters for the search. There are multiple filters to choose from and the Administrator must set them according to the records they wish to retrieve from the database.
4. When the search is performed, the records from the database which match the search filter criteria will be displayed in the search results list. The list shows summary data only.
5. It is possible to group the search results by Group (school), Grade, Gender and Booking status. When grouped, record counts will be shown for each grouping.
6. Records from the search results can be selected for sending an SMS message to. All the records from a search results list can be selected, or specific records can be selected. Once selected, then the Administrator can click the ‘Send SMS’ button and the SMS dialogue box will open. For more information on this SMS dialogue box, see the chapter entitled ‘SMS’.
7. The Administrator can alternatively choose to export the records in the search results to ‘Google Sheets’ for further analysis and summary reporting. This reporting function is intended to help the Administrators make business decisions. For more information on this functionality see the chapter entitled ‘Google Sheets’.
8. It is also possible to export the search results records to a ‘CSV’ (comma separated variable) file for use offline.
9. The following variables can be used when sending an SMS %userFirstName%, %userLastName%, %participantFirstName%, %participantLastName%, %token%.
10. The message entry panel enforces a maximum character entry of 440.
11. We can redirect all SMS messages to a test phone number.  This can be done on TEST or LIVE.  Currently TEST is setup to redirect all messages to +35797739715.  The redirect number is set in the config / globals.php file on the hosting server.

Some example reports

• • Payment transaction details report
    1. Go to the booking details and copy the Payment ID e.g. 315921605200
    2. Now go to Transactions and enter the payment id in the search
    3. You will see the basic details of the transaction
    4. Open Google Sheets (see Google Sheets entry in this User Guide for the Link) and then go to the ‘User Transactions Raw Data’ tab.  Here you can see all the data associated with the payment transaction, including the full return code from JCC and the time the transaction was created.
  • Transport options for Summer Camp report (or any other Service for which we have collected transport option information).
    1. In analytics, export the required bookings e.g. filter on 23W2 to get all bookings for Summer Camp  Week 2 2023.
    2. Export the results to Sheets and then open Open Google Sheets (see Google Sheets entry in this User Guide for the Link) and go to the ‘Bookings Raw Data’ tab.  
    3. Select the ‘Transport’ Column by clicking on the column header.
    4. Now in the Google Sheets menu select ‘data, sort sheet, sort by column A-Z’.  You will now see the bookings grouped by Transport option.
  • Birthdays report
    1. Export the appropriate Booking records to Google sheets through Analytics (as per above).
    2. Select the ‘Birthday’ Column by clicking on the column header.
    3. Select ‘data, sort sheet, sort by colum A-Z.
    4. You will now see the bookings sorted in order of the child’s birth date.
  • Health notes report
    1. Health note reports should always be created from the PARTICPANT data. This is because health notes can be created by the parent when they book a service but they are always added to the participant record, so we have ALL health notes in one place (on the participant record).
    2. In Analytics, search for the required participant records (e.g. filter on year or school).
    3. Export the records to Google sheets.
    4. In Google Sheets, go to the ‘Participant Raw data’ tab.
    5. In the ‘Health notes’ column, entries created by parents are in the following format:
       1. All entries begin with ********
       2. Then the health note entry (if any)
       3. Then the booking ID and Token number
       4. So all bookings create an entry.  If no health notes were entered by the parent, then the entry will be ******** followed by the booking ID and  Token number.
       5. NB!  The Admin can also update the health record for a participant.  If they do so, they should add the entry like this…*******Admin health note bla bla ******.  This is so we can distinguish any health notes added by the Admin.
  • Admin Notes Report
    1. Admin notes can be added either to a booking or to a Participant.
    2. In Analytics, export the appropriate Bookings or Participants.
    3. See the appropriate raw data tab in Google sheets.
  • Custom Searches
    1. 1. Custom Search 1: Enter the first token partial match e.g. 24ME (pulls in all participants with that match)
          then enter a comma,
          Second partial token is to show the bookings which match the second partial token for all participants who have the first token match
          e.g. 24ME,24W will show for all participants who have 24 membership, what their camp booking token is, or blank if they don’t have a camp booking.
       2. Custom Search 2: Show any duplicates on the partial token.
          e.g. entering 23W will show anyone who has two tokens for summer camp 23.