Appointments Report | Boulevard Support Center

We're excited to bring you an expanded reporting experience. If you don't see the reporting features described below, don't worry—this updated reporting experience will become available to your account over time.

Resource	Link
Appointments Report	https://dashboard.boulevard.io/reports/appointments

Overview

The Appointments report helps you get a full picture of your scheduled appointments within any date range, at the whole-appointment level. It brings together booking, cancellation, client mix, and forecasted-vs-final sale data so you can see how appointments move from booking through completion or cancellation.

Use this report to track appointment volume and status, understand how and when clients book, and analyze why appointments get cancelled. It's especially useful for identifying opportunities to reduce cancellations and no-shows, since you can filter by location, staff, client, or booking source to isolate patterns by frequency and reason.

Note: This report is at the appointment level — each row represents one appointment, not one service. If you need to analyze individual services within appointments (for example, add-on trends or service-level demand), use the Appointment Line Items Report instead. See the Report Caveats section below for more on how forecasted vs. final sale amounts should be used.

What this report is best used for

Understand when and why to use this report through common use cases, descriptions, and example questions it can help answer in your day-to-day operations.

Use cases	Description	Example questions this report helps answer
Monitor appointment volume and status	Track booked, completed, and canceled appointments across locations and staff at the appointment level.	How many appointments were scheduled in the period? How many were canceled vs completed?
Understand booking behavior	Analyze how appointments are created and how far in advance they’re booked (online vs dashboard, walk-in vs prebooked).	Are clients booking online or is staff booking for them? How many days in advance are appointments booked?
Evaluate client mix	Segment appointments by new vs returning clients, membership presence, and audiences.	What share of appointments are new clients? Are members booking more often?
Cancellation drivers	Analyze cancellation timing, source, reasons, and who performed the cancellation.	Why are appointments being canceled? Are cancellations client-initiated or staff-initiated?
Forecast vs actual at appointment level	Compare forecasted discount/sale amounts to final discount/net sale amounts at the appointment level.	Are final discounts higher than expected? How often do appointment totals change between booking and checkout?

Prerequisites

Before using this report, make sure the following are in place. These directly impact whether you can access the report and how accurate the data will be.

Permissions: You must have the appropriate Data & Reporting permissions enabled to see this report: Appointments reporting > Appointments - Self or Everyone
- If you don’t see the report, check your permissions first - see Reporting Permissions for more information.
Location and Access Scope: What you see in the report depends on your access:
- You’ll only see data for assigned locations
- Row-level access may further limit visible data
- If it looks like data is missing, verify your location assignments and access settings.
Required Setup: For the report to show meaningful data, appointments must be booked in the system.

Default report configuration

See how the report is structured when first opened. Learn what each field represents, how the data is organized, and which fields can be used to filter results.

Group By (default)

The default fields the report is grouped by when you first open it.

Field name	Definition	Example	Filter?
Location Name	Name of the business location where the appointment is scheduled.	Joshua Tree	Yes
Appointment Date	Calendar date for which the appointment is booked.	2026-01-01	Yes
Appointment ID	Unique identifier for a scheduled appointment instance in the system.	0b9e6dfa-0d40-4889-98b7-10db00f6ba66	Yes

Columns (default)

The default columns displayed when you first open the report.

Field name	Definition	Example	Filter?
Client Name	The client’s full name associated with the appointment.	James Bondy	Yes
Client Type	Indicates whether the client is new to the business or a returning (existing) client, based on their booking or purchase history. Possible values include: New client, Existing client	TRUE	Yes
Appointment State	Current or final state of the appointment (e.g., Booked, Confirmed, Arrived, Active, Canceled, Final).	cancelled	Yes
Forecasted Net Sale Amount	The expected net sale amount for the appointment service at the time of booking, prior to checkout adjustments, refunds, or final pricing changes.	10	No
Final Net Sale Amount	The final net sale amount recorded for the appointment service after checkout, reflecting applied discounts, adjustments, and refunds.	54	No

Customizable fields

Explore the fields you can adjust to tailor the report to your needs. Each field includes a definition, example, and whether it can be used in filtering.

Field name	Definition	Example	Filter?
Location Name	Name of the business location where the appointment is scheduled.	Joshua Tree	Yes
Appointment Date	Calendar date for which the appointment is booked.	2026-01-01	Yes
Appointment ID	Unique identifier for a scheduled appointment instance in the system.	0b9e6dfa-0d40-4889-98b7-10db00f6ba66	Yes
Client Name	The client’s full name associated with the appointment.	James Bondy	Yes
Client Type	Indicates whether the client is new to the business or a returning (existing) client, based on their booking or purchase history. Possible values include: New client, Existing client	TRUE	Yes
Appointment State	Current or final state of the appointment (e.g., Booked, Confirmed, Arrived, Active, Canceled, Final).	cancelled	Yes
Forecasted Net Sale Amount	The expected net sale amount for the appointment service at the time of booking, prior to checkout adjustments, refunds, or final pricing changes.	10	No
Final Net Sale Amount	The final net sale amount recorded for the appointment service after checkout, reflecting applied discounts, adjustments, and refunds.	54	No
Location ID	Unique identifier for the business location associated with the appointment.	1ddf3ea3-56f7-44ea-acf5-f7d93bedae78	No
Location External ID	Unique identifier for the business location from an external system, if applicable.	JT1	No
Requested Staff Name	Full name of the staff member requested by the client, if applicable.	Johny test	Yes
Location Group	The location group the business location is associated with, if applicable.	West Coast	Yes
Client ID	Unique identifier for the client record associated with the appointment.	83687102-44d0-4c9a-ba43-f606d6e1eb24	No
Cancellation Reason	Reason selected for the appointment cancellation, if provided.	mistake	Yes
Booking Source	Channel through which the appointment was booked (e.g., Online Booking, Dashboard).	dashboard	Yes
Booked By Name	Full name of the staff member or client who booked the appointment, if applicable.	Joshua Tree	Yes
Booked On	Local calendar date on which the appointment was booked	2026-01-01	Yes
Cancelled On	Calendar date on which the appointment was canceled, if applicable.	2026-01-01	Yes
Client External ID	Unique identifier for the client from an external system, if applicable.	ID123	No
Is Client currently a member	Flag indicating whether the client has at least one active membership at the time of the appointment (true = active membership).	TRUE	Yes
Is Appointment Walk-In	Flag indicating whether the appointment was created as a walk-in (true = walk-in).	TRUE	Yes
Is Appointment Prebooked	Flag indicating whether the appointment was booked in advance rather than same-day (true = prebooked).	TRUE	Yes
Days Booked in Advance	Number of days between when the appointment was booked and the appointment start date.	10	Yes
Booked By Staff ID	Unique identifier for the staff member who booked the appointment, if booked by staff.	9de8a12a-3f89-4452-9a07-1861fa891fbc	Yes
Appointment Start Time	Scheduled start date and time of the appointment (local time).	2026-02-02	No
Appointment End Time	Scheduled end date and time of the appointment (local time).	2026-02-15	No
Requested Staff ID	Unique identifier for the staff member requested by the client, if specified.	9de8a12a-3f89-4452-9a07-1861fa891fbc	No
Cancellation Source	Source of the cancellation (e.g., client-initiated, staff-initiated).	Dashboard	No
Cancelled By Staff ID	Unique identifier for the staff member who canceled the appointment, if applicable.	9de8a12a-3f89-4452-9a07-1861fa891fbc	No
Cancelled By Staff Name	Full name of the staff member who canceled the appointment, if applicable.	Max Tedupri	No
Cancellation Note	Free-text note entered at the time of cancellation, if provided.	revisited	No
Order number	Human-readable order number associated with the appointment checkout, if applicable.	23657	No
Order ID	Unique identifier for the order associated with the appointment checkout.	0866871f-3563-4de4-b1a1-35db9ee4b103	No
Client Current Membership Status	Latest membership statuses associated with the client at the time of the appointment (e.g., active, paused, canceled).	Cancelled	Yes
Client Current Membership Name	Latest memberhsip plan names associated with the client at the time of the appointment.	Hydrafacial Membership, Pat Test - Monthly, GE test plan, Test Unlimited Membership	Yes
Service Name	Comma-separated list of service names associated with the appointment, reflecting all services scheduled for that appointment.	Hydrafacial	Yes
Appointment Duration	Total scheduled duration of the appointment, in minutes.	10	No
Appointment Count	Count of appointments included in the current grouping (typically 1 per appointment).	5	No
Appointment Service Count	Total number of services associated with the appointment.	1	No
Add-On Count	Total number of add-on services associated with the appointment.	1	No
Forecasted Discount Amount	The expected discount amount applied to the appointment service at the time the appointment was booked.	90	No
Final Discount Amount	The actual discount amount applied to the appointment service at checkout after any pricing adjustments or changes.	22	No
Client Tags	List of tags associated with the client linked to the appointment.	LOYAL	Yes
Location Tags	Location tags associated with the business location, if available.	Strip Mall, Medium Volume, High Volume, test	Yes
Book By Name	Full name of the staff member who booked the appointment. Null when the appointment was booked online by the client.	Jack Reacher	Yes
Book By ID	Unique identifier for the staff member who booked the appointment, if booked by staff.	33830-983as-282	Yes
Appointment Tags	Tags associated with the appointment, if applicable	First Time	Yes

Report Caveats

There are a few important caveats and limitations to be aware of when using this report. Use these details to better understand how the data behaves and how to interpret it correctly.

Caveats	Details and Impact
Use Forecasted Net Sale Amount for future appointments and Final Net Sale Amount for completed appointments	Use Forecasted Net Sale Amount when analyzing future-dated or booked appointments that have not yet been checked out — it reflects the expected sale value at the time of booking. Use Final Net Sale Amount when analyzing completed appointments that have been checked out — it reflects the actual net sale after discounts and adjustments were applied at checkout. For future appointments, Final Net Sale Amount will be zero. For completed appointments, Forecasted Net Sale Amount will still show a value but should not be used as it no longer reflects the actual transaction. Do not add both fields together — they represent the same appointment and will double-count revenue if combined.
Forecasted Net Sale Amount does not reflect all post-booking changes	Forecasted Net Sale Amount is captured at booking time and updates when services are added or removed from the appointment before checkout — for example, if an add-on is added, it will be reflected in the forecasted amount. However, it does not pick up all checkout-time changes such as manual price overrides, offer or discount code applications made at checkout, or certain amendment adjustments. For the most accurate revenue picture of a completed appointment, always rely on Final Net Sale Amount.
Client Current Membership Name and Status reflect the latest membership state — not the state at the time of appointment	Client Current Membership Name and Client Current Membership Status show the most recent membership associated with the client at the time the report is run, not what was active at the time of the appointment. A client whose membership was cancelled after the appointment will show a cancelled status even for historical appointment rows.
Service Name is a comma-separated list — it cannot be used to filter or group by individual service names	The Service Name field aggregates all service names for an appointment into a single comma-separated value (e.g. "Hydrafacial, Brow Wax"). Because this is a List type field, it can only be used as a filter — it cannot be placed in Group by. Filtering by Service Name will match any appointment that includes that service, but the field itself will still display all services on the appointment. To analyze results at the individual service level, use the Appointment Line Items report instead.
Staff with restricted report access only see appointments they are directly associated with	When a staff member with restricted client data access views this report, they will only see appointments where they are the assigned staff member, the requested staff member, the staff who booked the appointment, or the staff who cancelled the appointment. Appointments they have no association with will not appear. Operators and staff with full report access see all appointments.

Use Case Example Configurations

Learn how to set up the report for specific scenarios with practical examples. Follow along to create views that answer common questions and support your workflows.

Use case	Description	How to configure the report
Monitor appointment volume and status	Track booked, completed, and canceled appointments across locations and staff at the appointment level.	Filters: set Appointment Date to the period you want to review; filter by Appointment State to isolate a specific status; filter by Location Tags or Location Group as required.
Understand booking behavior	Analyze how appointments are created and how far in advance they’re booked (online vs dashboard, walk-in vs prebooked).	Group by: Appointment Date, Booking Source. Columns: Appointment Count, Final Net Sale Amount. Filters: set Appointment Date to the period you want to analyze; filter by Is Appointment Walk-In or Is Appointment Prebooked to scope to a specific booking type; filter by Location Name or Location Tags as required.
Evaluate client mix	Segment appointments by new vs returning clients, membership presence, and audiences.	Group by: Appointment Date, Client Type. Columns: Appointment Count, Final Net Sale Amount. Filters: set Appointment Date to the period you want to analyze; filter by Client Current Membership Status = active to scope to members only; filter by Client Tags or Location Name as required.
Cancellation drivers	Analyze cancellation timing, source, reasons, and who performed the cancellation.	Group by: Cancellation Reason, Cancelled On. Columns: Appointment Count. Filters: filter Appointment State = cancelled; set Appointment Date to the period you want to review; filter by Cancellation Source to isolate client vs staff-initiated; filter by Location Name or Location Tags as required.
Forecast vs actual at appointment level	Compare forecasted discount/sale amounts to final discount/net sale amounts at the appointment level.	Group by: Appointment Date, Appointment State. Columns: Forecasted Net Sale Amount, Final Net Sale Amount, Forecasted Discount Amount, Final Discount Amount. Filters: filter Appointment State = completed to compare only closed appointments where both values are meaningful; set Appointment Date to the period you want to compare; filter by Location Name as required.