Reports email you a summary of visitor, desk or room activity, either once or on a repeating schedule. Use a recurring report to get the same figures every day, week or month without opening the Vizmo portal.

Before you start

• You need the Receptionist, Location Admin or Company Admin role. Employees do not see the Reports page.
• Recipients must be employees of the location you are reporting on. You always receive a copy yourself.
• Reports use a fixed set of columns, so you cannot choose fields or filters. If you need to filter the data, download the visitor log instead.

Create a report

1. In the Vizmo portal, choose your location, then click Reports in the left menu.
2. Click Add Report. The Create Report panel opens.

   

3. Enter a Report Name. You can also add a Description.
4. Under Product, choose Visitors, Desks or Rooms.
5. Under Recurrence, choose when the report should be sent:
   • Does Not Repeat: a one-off report. Set a Start Date and an End Date. The dates cannot be later than today and must be no more than 31 days apart.
   • Daily: a report every day.
   • Custom: enter a number in Repeats Every and choose Day, Week or Month. You can repeat up to every 31 days, every 4 weeks or every 1 month. For a weekly report, select the day under Repeats On (you can pick one day). For a monthly report, enter the Date of Month, from 1 to 31.
6. For Daily and Custom reports, choose an End Date. The report stops after this date.

   

7. Under Select Recipient(s), add the other employees who should receive the report.
8. Click Create Report. Vizmo shows "Report export created successfully".

A one-off report is created straight away and emailed to you and your recipients shortly afterwards. A recurring report is added to the list on the Reports page and sent on its schedule.

When a recurring report arrives

Recurring reports are sent around midnight, based on the time zone of the computer you used to create the report. You cannot choose a different time. The first email normally arrives after the next midnight, not on the day you create the report.

Each email covers a set period, which depends on the recurrence you chose:

Note: A report that repeats every 2 or more days still covers only the previous day. Choose Daily if you want every day included.

What the email contains

• The subject is "Your Visitors Report Is Ready", "Your Desks Report Is Ready" or "Your Rooms Report Is Ready", followed by your report name.
• Visitors reports show Total Visitors, Visitor Invites, Approved Visitors, Rejected Visitors and Overstayed Visitors, with charts by day.
• Desks and Rooms reports show Average Daily Bookings, Total Bookings, Total Occupancy and Cancelled Bookings, with a chart by day.
• The detailed rows arrive as a CSV file inside a ZIP file attached to the email. Open the ZIP file first, then open the CSV in a spreadsheet.
• If nothing happened in the period, you still get the summary email, but without an attachment.

Change or delete a report

1. On the Reports page, click the report's row to open its details.
2. You can change the Report Name, the Description and, for a recurring report, the recipients. To change the product or the schedule, delete the report and create a new one.
3. Click Update Report to save your changes.
4. To stop a report, click the Delete icon on its row, then confirm with Delete Report. A deleted report is not sent again. You cannot undo this.

Things to know

• The days a report covers follow the time zone of your location. A report created in Company View covers every location in the company and uses the time zone of the first location created for your company.
• The recipients you add must belong to the same location. If you see "Export recipients must be within the export scope", remove the recipient who is not part of this location.
• Reports cover Visitors, Desks and Rooms only.