How to Set Up the Appointments, Notes Tasks Summary Report

This template displays the appointments, notes, and tasks that have been completed during a given date range. 

Setting up the Report

To begin, click the “+‘ icon on your dashboard and type “Appt” into the search bar. Then select the Appt|Note|Task Summary template.

Click on the "+" button in your Graphly dashboard then type appt in the search bar to find the Appointment|Note|Task Summary report

Click on the “Options” Tab. First, select the type of records you want to include in the report. I’ll check appointments, notes, and tasks.

Click on the Options tab in the report to select the type of records you want to include

Next, select the “Value to show“. Choose the first option to show the total number of appointments, notes, and tasks. Choose the second option to show to total number of unique contacts that have these. By selecting the third and final option you will see the unique number of contacts as well as the total number of appointments notes and tasks.

Select one of the three options for Value to show for the Appointments Notes Tasks report

Next, set the date range that you want the graph to display. I’ll look at Month to Date and break it down into days.

The next step is to choose the date range to display notes, appointments and task
choose the display interval for the graphly report as well

Criteria Builder

For ultimate control and customization, use the Criteria Builder to include additional rules and requirements to the report.

Use the criteria builder to add additional rules for the Appointments Tasks and Notes report

Two quick examples. You can first select from the contact’s owner field to only select certain tasks, notes, or appointments that are assigned to specific users.

For example, you can select from contacts with the field owner that has one of your owners to only show appointments, notes, or tasks from them.

You can also select from the appointment note or task records and add criteria such as the Action Type. This pulls from your settings in Keap. You can really create laser focus reports here in the criteria builder.

You can also filter appointments, notes, or tasks by Action Type

Now navigate back to the chart tab. If you selected just a single value to show, I recommend the Line or Area chart type. If you chose to show the total appointments, notes, and tasks as well as the contacts they are attached to, I would use the Column chart, leave it un-stacked, and check the Show Total Number box (which shows the totals of values on the top right-hand side of the graph).

Under the Chart tab you can choose whether your appointments, notes, or tasks are displayed in a line, area, column, or bar graph
You can choose Show Total Number to show the total number of appointments, notes, or tasks

Lastly, feel free to set alerts in the Alerts tab for if your values rise above, or fall below a threshold of your choosing.

You can also set alerts here for if your values rise above, or fall below a threshold of your choosing

Once you have your alerts set, click “Save Preferences” on This Widget.

Now that you’ve set up this report go ahead and take a look at some other reports that might interest you under our Relevant Articles section!

Relevant Articles

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