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16 January 2018, 15:39
Reports are simple documents where you can control the layout/look of any data which is reported on. You use Filters to control the data in your reports, and the report is just how the data presented. Tags are inserted into the report, which are replaced with real data once the report is run, and all the available tags you can insert are shown at the bottom of the report editor when you are editing a report. You can edit reports from your Account Settings page, then press Reports, then click a sample to create your own custom version of it.
Reports can be complex and include a large a number of events or just a simple worksheet form with information taken from a single event. Below is an example of a list of events with some summery information.
It is recommended you start with a sample that closely matches the layout you need then it can be copied and modified to fit your needs, rather than starting from an empty page and building the report from new.
You can style the page as you need but the data is built on 2 main sections and the tags are only used in these sections:
1, The ResourceLoop section can only be included once per report and will be repeated for each Resource being reported on, or selected in your Resource filter. Tags in this section generally start with SI-R (a Schedule it resource). Reports can just include this section if no event data is need, for example this report will create list of resources with their name and email address. This is a Resource Only report.
{{SI-ResourceLoop}}
{{SI-R-Name}}, {{SI-R-EmailAdd}}
{{SI-ResourceLoopEnd}}
2, The EventLoop section can only be included once per report and will be repeated for each Event being reported on, or selected in your Event filter. Tags in this section generally start with SI-E (a Schedule it event). Reports can just include this section if no resource data is need, for example this report will create a list of events with their title and start date. This is an Events Only report.
{{SI-EventLoop}}
{{SI-E-Title}}, {{SI-E-DateStart}}
{{SI-EventLoopEnd}}
It is possible to join these 2 main section and have a report that list resources with some details, and includes the events for that resource. In this example the report will have a section for each resource and under the resource name will be a list of all events tagged to that resource, below the list of a events will be a total of all the events hours. This is a Resource and Event report.
{{SI-ResourceLoop}}
{{SI-R-Name}}
{{SI-EventLoop}}
{{SI-E-Title}}, {{SI-E-DateStart}}
{{SI-EventLoopEnd}}
{{SI-R-TotalResourceHours}}
{{SI-ResourceLoopEnd}}
All Resource tags must be in-between the text {{SI-Resourceloop}} and {{SI-ResourceloopEnd}}. All Event tags must be in-between the text {{SI-Eventloop}} and {{SI-EventloopEnd}}.
When running any report the filter you have applied in your current view will be used. If you Save a filter, you can also have this automatically selected when you run the report. For example you could have a filter that only shows Holiday events for 2019 and a report layout with just the information needed for your Holiday reporting, selecting this Holiday report will auto select the Holiday filter. This allows you to fully customize the data shown in each report down to a subset of resources and events.
To save a filter, choose Advanced Filter from the Filters menu, set your filter criteria, and press Save. The name you give your Filter can then be selected in the report editor for any report.
It is best to use the Report Editor to insert the correct report tags, but they be typed manually if you are aware of the data you need. Only a small subset of these tags are available in email and other custom templates.
Global Fields
{{SI-ReportDateStart}} = Report Date Range Start (yyyy-mm-dd)
{{SI-ReportDateStartYYYY}} = Report Date Range Start Year (yyyy)
{{SI-ReportDateStartMM}} = Report Date Range Start Month (mm)
{{SI-ReportDateStartDD}} = Report Date Range Start Date (dd)
{{SI-ReportDateEnd}} = Report Date Range End (yyyy-mm-dd)
{{SI-ReportDateEndYYYY}} = Report Date Range End Year (yyyy)
{{SI-ReportDateEndMM}} = Report Date Range End Month (mm)
{{SI-ReportDateEndDD}} = Report Date Range End Date (dd)
{{SI-ReportDays}} = Report Date Range in Days
{{SI-CurrentDateTime}} = Date and Time when Report Created
Resources Fields (Place inside the Resource Loop Section)
{{SI-R-Name}} = Full Name
{{SI-R-EmailAdd}} = Email Address
{{SI-R-PicImage}} = Photo
{{SI-R-Groups}} = Group IDs
{{SI-R-GroupNames}} = Group Names
{{SI-R-Data1}} = Data Field 1 (first field from Resources Details tab)
{{SI-R-Data2}} = Data Field 2 (second field from Resources Details tab)
{{SI-R-Data3}} = Data Field 3 (third field from Resources Details tab)
{{SI-R-Data4}} = Data Field 4
{{SI-R-Data5}} = Data Field 5
{{SI-R-Data6}} = Data Field 6
{{SI-R-Data7}} = Data Field 7
{{SI-R-Data8}} = Data Field 8
{{SI-R-Data9}} = Data Field 9
{{SI-R-Data10}} = Data Field 10 (Notes)
{{SI-R-ColorText}} = Color Text
{{SI-R-ColorBack}} = Color Background
{{SI-R-Location}} = Location (Location field from Resources Details tab)
{{SI-R-Price}} = Price/Cost
{{SI-R-PriceType}} = Price/Cost Type
{{SI-R-SkillsAllNames}} = List of Labels/Skills for the resource
{{SI-R-AvailableWorkingHours}} = Total Resource Working Hours Available
{{SI-R-AllAvailableHours}} = Total Resource Hours Available
{{SI-R-TotalResourceEvents}} = Total Resource Events Count
{{SI-R-TotalResourceDays}} = Total Resource Days Booked
{{SI-R-TotalResourceHours}} = Total Resource Hours Booked
{{SI-R-TotalResourceCosts}} = Total Event Costs Per Resource
{{SI-R-TotalResourceAutoCosts}} = Total Resource Costs Per Resource
Events Fields (Place inside the Event Loop Section)
{{SI-E-ID}} = Event ID
{{SI-E-DateStartEnd}} = Start & End Date & Time (text)
{{SI-E-DateStart}} = Start Date & Time (text)
{{SI-E-DateStartISO2}} = Start Date & Time (ISO yyyy-mm-ddThh:mmZ)
{{SI-E-DateStartISO}} = Start Date & Time (SQL yyyy-mm-dd hh:mm)
{{SI-E-ShortDateStart}} = Start Date (text)
{{SI-E-DateStartYYYY}} = Start Date (yyyy)
{{SI-E-DateStartMM}} = Start Date (mm)
{{SI-E-DateStartDD}} = Start Date (dd)
{{SI-E-DateStartWeekNum}} = Start Date Week Number (US)
{{SI-E-DateStartWeekNumISO}} = Start Date Week Number (ISO 8601, UK)
{{SI-E-ShortTimeStart}} = Start Time (hh:mm)
{{SI-E-DateStartHH}} = Start Hours (hh)
{{SI-E-DateStartII}} = Start Minutes (mm)
{{SI-E-DateStartWD}} = Start Weekday Name
{{SI-E-DateEnd}} = End Date & Time (text)
{{SI-E-LastWorkEnd}} = End Date & Time of last working minute (text)
{{SI-E-DateEndISO2}} = End Date & Time (ISO yyyy-mm-ddThh:mm00Z)
{{SI-E-DateEndISO}} = End Date & Time (SQL yyyy-mm-dd hh:mm)
{{SI-E-ShortDateEnd}} = End Date (text)
{{SI-E-ShortLastWorkEnd}} = End Date of last working minute (text)
{{SI-E-DateEndYYYY}} = End Date (yyyy)
{{SI-E-DateEndMM}} = End Date (mm)
{{SI-E-DateEndDD}} = End Date (dd)
{{SI-E-ShortTimeEnd}} = End Time (hh:mm)
{{SI-E-DateEndHH}} = End Hours (hh)
{{SI-E-DateEndII}} = End Minutes (mm)
{{SI-E-DateEndWD}} = End Weekday Name
{{SI-E-DurationM}} = Duration in Minutes
{{SI-E-DurationH}} = Duration in Hours
{{SI-E-DurationD}} = Duration in Days (hours/24)
{{SI-E-DaysAffected}} = Number of days affected
{{SI-E-DateAdded}} = Date Added to Database
{{SI-E-DateModified}} = Date Last Modified in Database
{{SI-E-Title}} = Title
{{SI-E-Notes}} = Notes (simple text - multi line)
{{SI-E-SingleNotes}} = Notes (simple text - Single Line)
{{SI-E-FormattedNotes}} = Notes (with formatting)
{{SI-E-LocationName}} = Location Name
{{SI-E-LocationAddress}} = Location Address
{{SI-E-EmailAdd}} = Email Address
{{SI-E-Completed}} = Complete
{{SI-E-Priority}} = Priority
{{SI-E-ColorText}} = Color Text
{{SI-E-ColorBack}} = Color Background
{{SI-E-Series}} = Series ID
{{SI-E-ParentID}} = Parent ID
{{SI-E-Price}} = Price/Costs from an Events Finance Section
{{SI-E-AutoPrice}} = Price/Costs from Resource Price/Price Type Settings
{{SI-E-OwnersNamesALL}} = Names of all Tagged Resources
{{SI-E-NamesIn-????-Group}} = Names of all Tagged Resources from a specific Group (change ???? for group ID NUMBER)
{{SI-E-OwnersCount}} = Count all Tagged Resources
{{SI-E-CountIn-????-Group}} = Count all Tagged Resources from a specific Group (change ???? for group ID NUMBER)
{{SI-ResLoop}} {{SI-Show(????)}} {{SI-R-Name}}, {{SI-R-Data1}}, {{SI-R-Data2}}... Invited State = {{SI-R-EventState}} {{SI-ResLoopEnd}} = Show Extra Resource Section with Details (change ???? for group or resource ID NUMBER)
{{SI-E-Custom1}} = Custom 1 (multi line)
{{SI-E-Custom2}} = Custom 2
{{SI-E-Custom3}} = Custom 3
{{SI-E-Custom4}} = Custom 4
{{SI-E-Custom5}} = Custom 5
{{SI-E-Custom6}} = Custom 6
{{SI-E-Custom7}} = Custom 7
{{SI-E-Custom8}} = Custom 8
{{SI-E-Custom9}} = Custom 9
{{SI-E-SingleCustom1}} = Custom 1 (as a single line)
{{SI-E-SingleCustom2}} = Custom 2
{{SI-E-SingleCustom3}} = Custom 3
{{SI-E-SingleCustom4}} = Custom 4
{{SI-E-SingleCustom5}} = Custom 5
{{SI-E-SingleCustom6}} = Custom 6
{{SI-E-SingleCustom7}} = Custom 7
{{SI-E-SingleCustom8}} = Custom 8
{{SI-E-SingleCustom9}} = Custom 9
{{SI-E-Signature}} = Signature Data
{{SI-E-SplitResourceName}} = Group Name (in Split/Normalized Reports Only)
{{SI-E-SplitGroupNames}} = Resource Name (in Split/Normalized Reports Only)
{{SI-E-ResPending}} = Number of resources marked as Pending
{{SI-E-ResAccepted}} = Number of resources marked as Accepted
{{SI-E-ResDeclined}} = Number of resources marked as Declined
{{SI-E-ResAttended}} = Number of resources marked as Attended
{{SI-E-ResAbsent}} = Number of resources marked as Absent
{{SI-E-FinanceLoop}} Date = {{SI-F-Date}}, Item = {{SI-F-Description}}, Amount = {{SI-F-Amount}}
{{SI-E-FinanceLoopEnd}} = Finance Section with Items (all finance fields)
{{SI-E-F-Date}} = Finance Item Date
{{SI-E-F-Description}} = Finance Item Description
{{SI-E-F-Amount}} = Finance Item Amount
{{SI-E-OwnersNamesRAW}} = Meta data of all Tagged Resources
Report Summary Fields (Place at the report end)
{{SI-TotalReportEvents}} = Total Number of Events
{{SI-TotalReportResources}} = Total Number of Resources
{{SI-TotalReportDays}} = Total Number of Days from All Events
{{SI-TotalReportHours}} = Total Number of Hours from All Events
{{SI-TotalReportResourceAllHours}} = Total Number of All Hours Available from Resources
{{SI-TotalReportResourceAvailableHours}} = Total Number of Working Hours Available from Resources
{{SI-TotalReportEventCosts}} = Total Costs from All Events
{{SI-TotalReportResourceCosts}} = Total Costs from All Resources
Whilst there are a number of built-in tags to give total hours, number of resources tagged etc, you can include mathematical formulas of your own to calculate values based on your report data. Once the report is created and all tags replaced with your data, then any calculations are run.
Some examples:
To get the events percent completed value as a fraction of 100 rather then a whole percentage you divide the events percentage value by 100. This is the tag to use:
SI-Calc{{{SI-E-Completed}} / 100}
To get the events price in pence/cents you can multiple the price by 100. This is the tag to use:
SI-Calc{{{SI-E-Price}} * 100}
Whole numbers only... (Other math functions round, floor, ceil, cos, sin, tan, scrt, log, abs)
SI-Calc{round({{SI-E-Price}})}
If you are storing the number allowed holidays in a resources details (information box 4) you can use a report (filtered for just Holidays) and show the days remaining. It takes the number found in the resources details field 4 and minuses the total events in the report for that resource. This is the tag to use:
SI-Calc{{{SI-R-Data4}} - {{SI-R-TotalResourceEvents}}}
Calculate a total cost of an event based in its hours duration and any fixed cost value you want to include in your report. This is the tag to use:
SI-Calc{{{SI-E-DurationH}} * 75.50}
Calculate the average number of events per day based on the days being reported on:
SI-Calc{{{SI-TotalReportEvents}}/{{SI-ReportDays}}}
Show the rate/cost of an event based on a resource price(from a resource in group 282) and event duration:
SI-Calc{({{SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} {{SI-ResLoopEnd}} * {{SI-E-DurationH}})curr}
Show the total cost of all tagged resources auto price (for resources in group 10), store the value to get a total per resource and total per report:
SI-Calc{0{{SI-ResLoop}}{{SI-Show(10)}}{{SI-OnEmptyReturn(0)}}+{{SI-R-Price}}{{SI-ResLoopEnd}}} (Show total on screen)
SI-Calc{store-add(0{{SI-ResLoop}}{{SI-Show(10)}}{{SI-OnEmptyReturn(0)}}+{{SI-R-Price}}{{SI-ResLoopEnd}})} (Save total in store1 for individual resource total)
SI-Calc{store2-add(0{{SI-ResLoop}}{{SI-Show(10)}}{{SI-OnEmptyReturn(0)}}+{{SI-R-Price}}{{SI-ResLoopEnd}})} (Save total in store2 for overall report total)
Resource Costs : SI-Calc{store-get}
SI-Calc{store-clear} (use at end of each resource loop)
Total Costs : SI-Calc{store2-get}
If there are multiple resources in the same group then add each price together...
SI-Calc{({{SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} + {{SI-ResLoopEnd}} 0)curr}
...then add this cost to an internal store...
SI-Calc{store-add(SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} {{SI-ResLoopEnd}} * {{SI-E-DurationH}})}
...then at the end of the resources events show the total, less any event costs/adjustments...
SI-Calc{store-get+{{SI-R-TotalResourceCosts}}}
Pull a cost from a resource and store it:
SI-Calc{store-add({{SI-ResLoop}}{{SI-Show(12345)}} {{SI-R-Price}}{{SI-ResLoopEnd}})}
Total Costs: SI-Calc{(store-get+{{SI-TotalReportEventCosts}})curr}
Get stored value:
SI-Calc{store-get}
Clear stored value:
SI-Calc{store-clear}
{{SI-HideErrorWith( )}}
{{SI-HideErrorWith(0)}}
{{SI-OnEmptyReturn()}}
Return difference between total booked hours and available hours only if the value is more than zero...
SI-Function[if(({{SI-R-TotalResourceHours}}-{{SI-R-AvailableWorkingHours}})>0){({{SI-R-TotalResourceHours}}-{{SI-R-AvailableWorkingHours}})}else{0}]
Reports can be complex and include a large a number of events or just a simple worksheet form with information taken from a single event. Below is an example of a list of events with some summery information.
Editing Reports
It is recommended you start with a sample that closely matches the layout you need then it can be copied and modified to fit your needs, rather than starting from an empty page and building the report from new.
Report Sections
You can style the page as you need but the data is built on 2 main sections and the tags are only used in these sections:
1, The ResourceLoop section can only be included once per report and will be repeated for each Resource being reported on, or selected in your Resource filter. Tags in this section generally start with SI-R (a Schedule it resource). Reports can just include this section if no event data is need, for example this report will create list of resources with their name and email address. This is a Resource Only report.
{{SI-ResourceLoop}}
{{SI-R-Name}}, {{SI-R-EmailAdd}}
{{SI-ResourceLoopEnd}}
2, The EventLoop section can only be included once per report and will be repeated for each Event being reported on, or selected in your Event filter. Tags in this section generally start with SI-E (a Schedule it event). Reports can just include this section if no resource data is need, for example this report will create a list of events with their title and start date. This is an Events Only report.
{{SI-EventLoop}}
{{SI-E-Title}}, {{SI-E-DateStart}}
{{SI-EventLoopEnd}}
It is possible to join these 2 main section and have a report that list resources with some details, and includes the events for that resource. In this example the report will have a section for each resource and under the resource name will be a list of all events tagged to that resource, below the list of a events will be a total of all the events hours. This is a Resource and Event report.
{{SI-ResourceLoop}}
{{SI-R-Name}}
{{SI-EventLoop}}
{{SI-E-Title}}, {{SI-E-DateStart}}
{{SI-EventLoopEnd}}
{{SI-R-TotalResourceHours}}
{{SI-ResourceLoopEnd}}
Report Editing
Our editor allows you to change the style and layout of your report templates just like a standard text document. To add extra data fields, set your cursor position where you want to add it, then pick from the list of available data fields shown at the bottom of the editor, then press Insert to insert the select data tag at your cursor position.All Resource tags must be in-between the text {{SI-Resourceloop}} and {{SI-ResourceloopEnd}}. All Event tags must be in-between the text {{SI-Eventloop}} and {{SI-EventloopEnd}}.
Report Filters
When running any report the filter you have applied in your current view will be used. If you Save a filter, you can also have this automatically selected when you run the report. For example you could have a filter that only shows Holiday events for 2019 and a report layout with just the information needed for your Holiday reporting, selecting this Holiday report will auto select the Holiday filter. This allows you to fully customize the data shown in each report down to a subset of resources and events.
To save a filter, choose Advanced Filter from the Filters menu, set your filter criteria, and press Save. The name you give your Filter can then be selected in the report editor for any report.
Report Tags
It is best to use the Report Editor to insert the correct report tags, but they be typed manually if you are aware of the data you need. Only a small subset of these tags are available in email and other custom templates.
Global Fields
{{SI-ReportDateStart}} = Report Date Range Start (yyyy-mm-dd)
{{SI-ReportDateStartYYYY}} = Report Date Range Start Year (yyyy)
{{SI-ReportDateStartMM}} = Report Date Range Start Month (mm)
{{SI-ReportDateStartDD}} = Report Date Range Start Date (dd)
{{SI-ReportDateEnd}} = Report Date Range End (yyyy-mm-dd)
{{SI-ReportDateEndYYYY}} = Report Date Range End Year (yyyy)
{{SI-ReportDateEndMM}} = Report Date Range End Month (mm)
{{SI-ReportDateEndDD}} = Report Date Range End Date (dd)
{{SI-ReportDays}} = Report Date Range in Days
{{SI-CurrentDateTime}} = Date and Time when Report Created
Resources Fields (Place inside the Resource Loop Section)
{{SI-R-Name}} = Full Name
{{SI-R-EmailAdd}} = Email Address
{{SI-R-PicImage}} = Photo
{{SI-R-Groups}} = Group IDs
{{SI-R-GroupNames}} = Group Names
{{SI-R-Data1}} = Data Field 1 (first field from Resources Details tab)
{{SI-R-Data2}} = Data Field 2 (second field from Resources Details tab)
{{SI-R-Data3}} = Data Field 3 (third field from Resources Details tab)
{{SI-R-Data4}} = Data Field 4
{{SI-R-Data5}} = Data Field 5
{{SI-R-Data6}} = Data Field 6
{{SI-R-Data7}} = Data Field 7
{{SI-R-Data8}} = Data Field 8
{{SI-R-Data9}} = Data Field 9
{{SI-R-Data10}} = Data Field 10 (Notes)
{{SI-R-ColorText}} = Color Text
{{SI-R-ColorBack}} = Color Background
{{SI-R-Location}} = Location (Location field from Resources Details tab)
{{SI-R-Price}} = Price/Cost
{{SI-R-PriceType}} = Price/Cost Type
{{SI-R-SkillsAllNames}} = List of Labels/Skills for the resource
{{SI-R-AvailableWorkingHours}} = Total Resource Working Hours Available
{{SI-R-AllAvailableHours}} = Total Resource Hours Available
{{SI-R-TotalResourceEvents}} = Total Resource Events Count
{{SI-R-TotalResourceDays}} = Total Resource Days Booked
{{SI-R-TotalResourceHours}} = Total Resource Hours Booked
{{SI-R-TotalResourceCosts}} = Total Event Costs Per Resource
{{SI-R-TotalResourceAutoCosts}} = Total Resource Costs Per Resource
Events Fields (Place inside the Event Loop Section)
{{SI-E-ID}} = Event ID
{{SI-E-DateStartEnd}} = Start & End Date & Time (text)
{{SI-E-DateStart}} = Start Date & Time (text)
{{SI-E-DateStartISO2}} = Start Date & Time (ISO yyyy-mm-ddThh:mmZ)
{{SI-E-DateStartISO}} = Start Date & Time (SQL yyyy-mm-dd hh:mm)
{{SI-E-ShortDateStart}} = Start Date (text)
{{SI-E-DateStartYYYY}} = Start Date (yyyy)
{{SI-E-DateStartMM}} = Start Date (mm)
{{SI-E-DateStartDD}} = Start Date (dd)
{{SI-E-DateStartWeekNum}} = Start Date Week Number (US)
{{SI-E-DateStartWeekNumISO}} = Start Date Week Number (ISO 8601, UK)
{{SI-E-ShortTimeStart}} = Start Time (hh:mm)
{{SI-E-DateStartHH}} = Start Hours (hh)
{{SI-E-DateStartII}} = Start Minutes (mm)
{{SI-E-DateStartWD}} = Start Weekday Name
{{SI-E-DateEnd}} = End Date & Time (text)
{{SI-E-LastWorkEnd}} = End Date & Time of last working minute (text)
{{SI-E-DateEndISO2}} = End Date & Time (ISO yyyy-mm-ddThh:mm00Z)
{{SI-E-DateEndISO}} = End Date & Time (SQL yyyy-mm-dd hh:mm)
{{SI-E-ShortDateEnd}} = End Date (text)
{{SI-E-ShortLastWorkEnd}} = End Date of last working minute (text)
{{SI-E-DateEndYYYY}} = End Date (yyyy)
{{SI-E-DateEndMM}} = End Date (mm)
{{SI-E-DateEndDD}} = End Date (dd)
{{SI-E-ShortTimeEnd}} = End Time (hh:mm)
{{SI-E-DateEndHH}} = End Hours (hh)
{{SI-E-DateEndII}} = End Minutes (mm)
{{SI-E-DateEndWD}} = End Weekday Name
{{SI-E-DurationM}} = Duration in Minutes
{{SI-E-DurationH}} = Duration in Hours
{{SI-E-DurationD}} = Duration in Days (hours/24)
{{SI-E-DaysAffected}} = Number of days affected
{{SI-E-DateAdded}} = Date Added to Database
{{SI-E-DateModified}} = Date Last Modified in Database
{{SI-E-Title}} = Title
{{SI-E-Notes}} = Notes (simple text - multi line)
{{SI-E-SingleNotes}} = Notes (simple text - Single Line)
{{SI-E-FormattedNotes}} = Notes (with formatting)
{{SI-E-LocationName}} = Location Name
{{SI-E-LocationAddress}} = Location Address
{{SI-E-EmailAdd}} = Email Address
{{SI-E-Completed}} = Complete
{{SI-E-Priority}} = Priority
{{SI-E-ColorText}} = Color Text
{{SI-E-ColorBack}} = Color Background
{{SI-E-Series}} = Series ID
{{SI-E-ParentID}} = Parent ID
{{SI-E-Price}} = Price/Costs from an Events Finance Section
{{SI-E-AutoPrice}} = Price/Costs from Resource Price/Price Type Settings
{{SI-E-OwnersNamesALL}} = Names of all Tagged Resources
{{SI-E-NamesIn-????-Group}} = Names of all Tagged Resources from a specific Group (change ???? for group ID NUMBER)
{{SI-E-OwnersCount}} = Count all Tagged Resources
{{SI-E-CountIn-????-Group}} = Count all Tagged Resources from a specific Group (change ???? for group ID NUMBER)
{{SI-ResLoop}} {{SI-Show(????)}} {{SI-R-Name}}, {{SI-R-Data1}}, {{SI-R-Data2}}... Invited State = {{SI-R-EventState}} {{SI-ResLoopEnd}} = Show Extra Resource Section with Details (change ???? for group or resource ID NUMBER)
{{SI-E-Custom1}} = Custom 1 (multi line)
{{SI-E-Custom2}} = Custom 2
{{SI-E-Custom3}} = Custom 3
{{SI-E-Custom4}} = Custom 4
{{SI-E-Custom5}} = Custom 5
{{SI-E-Custom6}} = Custom 6
{{SI-E-Custom7}} = Custom 7
{{SI-E-Custom8}} = Custom 8
{{SI-E-Custom9}} = Custom 9
{{SI-E-SingleCustom1}} = Custom 1 (as a single line)
{{SI-E-SingleCustom2}} = Custom 2
{{SI-E-SingleCustom3}} = Custom 3
{{SI-E-SingleCustom4}} = Custom 4
{{SI-E-SingleCustom5}} = Custom 5
{{SI-E-SingleCustom6}} = Custom 6
{{SI-E-SingleCustom7}} = Custom 7
{{SI-E-SingleCustom8}} = Custom 8
{{SI-E-SingleCustom9}} = Custom 9
{{SI-E-Signature}} = Signature Data
{{SI-E-SplitResourceName}} = Group Name (in Split/Normalized Reports Only)
{{SI-E-SplitGroupNames}} = Resource Name (in Split/Normalized Reports Only)
{{SI-E-ResPending}} = Number of resources marked as Pending
{{SI-E-ResAccepted}} = Number of resources marked as Accepted
{{SI-E-ResDeclined}} = Number of resources marked as Declined
{{SI-E-ResAttended}} = Number of resources marked as Attended
{{SI-E-ResAbsent}} = Number of resources marked as Absent
{{SI-E-FinanceLoop}} Date = {{SI-F-Date}}, Item = {{SI-F-Description}}, Amount = {{SI-F-Amount}}
{{SI-E-FinanceLoopEnd}} = Finance Section with Items (all finance fields)
{{SI-E-F-Date}} = Finance Item Date
{{SI-E-F-Description}} = Finance Item Description
{{SI-E-F-Amount}} = Finance Item Amount
{{SI-E-OwnersNamesRAW}} = Meta data of all Tagged Resources
Report Summary Fields (Place at the report end)
{{SI-TotalReportEvents}} = Total Number of Events
{{SI-TotalReportResources}} = Total Number of Resources
{{SI-TotalReportDays}} = Total Number of Days from All Events
{{SI-TotalReportHours}} = Total Number of Hours from All Events
{{SI-TotalReportResourceAllHours}} = Total Number of All Hours Available from Resources
{{SI-TotalReportResourceAvailableHours}} = Total Number of Working Hours Available from Resources
{{SI-TotalReportEventCosts}} = Total Costs from All Events
{{SI-TotalReportResourceCosts}} = Total Costs from All Resources
Report Formulas
Whilst there are a number of built-in tags to give total hours, number of resources tagged etc, you can include mathematical formulas of your own to calculate values based on your report data. Once the report is created and all tags replaced with your data, then any calculations are run.
Some examples:
To get the events percent completed value as a fraction of 100 rather then a whole percentage you divide the events percentage value by 100. This is the tag to use:
SI-Calc{{{SI-E-Completed}} / 100}
To get the events price in pence/cents you can multiple the price by 100. This is the tag to use:
SI-Calc{{{SI-E-Price}} * 100}
Whole numbers only... (Other math functions round, floor, ceil, cos, sin, tan, scrt, log, abs)
SI-Calc{round({{SI-E-Price}})}
If you are storing the number allowed holidays in a resources details (information box 4) you can use a report (filtered for just Holidays) and show the days remaining. It takes the number found in the resources details field 4 and minuses the total events in the report for that resource. This is the tag to use:
SI-Calc{{{SI-R-Data4}} - {{SI-R-TotalResourceEvents}}}
Calculate a total cost of an event based in its hours duration and any fixed cost value you want to include in your report. This is the tag to use:
SI-Calc{{{SI-E-DurationH}} * 75.50}
Calculate the average number of events per day based on the days being reported on:
SI-Calc{{{SI-TotalReportEvents}}/{{SI-ReportDays}}}
Show the rate/cost of an event based on a resource price(from a resource in group 282) and event duration:
SI-Calc{({{SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} {{SI-ResLoopEnd}} * {{SI-E-DurationH}})curr}
Show the total cost of all tagged resources auto price (for resources in group 10), store the value to get a total per resource and total per report:
SI-Calc{0{{SI-ResLoop}}{{SI-Show(10)}}{{SI-OnEmptyReturn(0)}}+{{SI-R-Price}}{{SI-ResLoopEnd}}} (Show total on screen)
SI-Calc{store-add(0{{SI-ResLoop}}{{SI-Show(10)}}{{SI-OnEmptyReturn(0)}}+{{SI-R-Price}}{{SI-ResLoopEnd}})} (Save total in store1 for individual resource total)
SI-Calc{store2-add(0{{SI-ResLoop}}{{SI-Show(10)}}{{SI-OnEmptyReturn(0)}}+{{SI-R-Price}}{{SI-ResLoopEnd}})} (Save total in store2 for overall report total)
Resource Costs : SI-Calc{store-get}
SI-Calc{store-clear} (use at end of each resource loop)
Total Costs : SI-Calc{store2-get}
If there are multiple resources in the same group then add each price together...
SI-Calc{({{SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} + {{SI-ResLoopEnd}} 0)curr}
...then add this cost to an internal store...
SI-Calc{store-add(SI-ResLoop}} {{SI-Show(282)}} {{SI-R-Price}} {{SI-ResLoopEnd}} * {{SI-E-DurationH}})}
...then at the end of the resources events show the total, less any event costs/adjustments...
SI-Calc{store-get+{{SI-R-TotalResourceCosts}}}
Pull a cost from a resource and store it:
SI-Calc{store-add({{SI-ResLoop}}{{SI-Show(12345)}} {{SI-R-Price}}{{SI-ResLoopEnd}})}
Total Costs: SI-Calc{(store-get+{{SI-TotalReportEventCosts}})curr}
Get stored value:
SI-Calc{store-get}
Clear stored value:
SI-Calc{store-clear}
{{SI-HideErrorWith( )}}
{{SI-HideErrorWith(0)}}
{{SI-OnEmptyReturn()}}
Return difference between total booked hours and available hours only if the value is more than zero...
SI-Function[if(({{SI-R-TotalResourceHours}}-{{SI-R-AvailableWorkingHours}})>0){({{SI-R-TotalResourceHours}}-{{SI-R-AvailableWorkingHours}})}else{0}]
7 December 2022, 09:51
Search and Filter are powerful tools to help you manage your schedule view, but they work differently:
Search helps you find specific events anywhere. Filter helps you narrow your current view to focus on a subset of events and resources.
Purpose: To find something specific when you know what you're looking for. How it Works: Search looks through all information in the schedule, regardless of the view you're currently on or any filters you've applied. Results: Search results appear in a separate list or popup. This means your current schedule view remains unchanged, allowing you to easily view or edit results without losing your place. How to Use: Click the Search icon, enter keywords (like a name, shift type, or location), and choose which field to search within.
Purpose: To reduce clutter and focus on a specific group of items. How it Works: Filters start with the view you are currently seeing. It then hides any events or resources that do not meet the rules you define in the filter settings. Results: Your main schedule view is updated immediately to show only the items that pass the filter. How to Use: Click the Filters icon, enter keywords for the criteria you want to use (like Name, Skill, Location, Event Type, Status), and select the value you want to see. Or open the Advanced Filter to set multiple criteria and values.
Click for more details on the advanced filter.
Search
Use Search to quickly locate specific events within your entire schedule database.Filter
Use Filters to refine your current schedule view, displaying only the events and resources that match criteria you set.Click for more details on the advanced filter.
9 July 2019, 07:21
The advanced filter is used to refine your current schedule view, displaying only the events and resources that match multiple criteria you set. Once a filter is applied it will effect all views and reports until it is cleared. Filters can be saved for common filtering, then selected from your filter list using the down arrow next to the filter button.
An example of views and reports that include groups and resources include the Timeline View and Sample Report 2. The resource filter will have no effect on views and reports that have no groups or resources like the List View, Gantt View or Sample Report 1 as these just lists events.
Some views and reports have both resources and events like the Dashboard or Sample Report 2 so both filters can be used to filter different parts of the view and report.
Event Filter
The Event Filter allows you to filter your Events based on date, field data and the resources tagged, or not tagged, in those events. All views and reports that have events are effected by this filter like Calendar Month, List, Gantt and Map. Group and Resource Filter
The Resource Filter allows you to filter your Groups and Resources. Only views and reports that have resources are effected by this filter like Timeline and Dashboard.An example of views and reports that include groups and resources include the Timeline View and Sample Report 2. The resource filter will have no effect on views and reports that have no groups or resources like the List View, Gantt View or Sample Report 1 as these just lists events.
Some views and reports have both resources and events like the Dashboard or Sample Report 2 so both filters can be used to filter different parts of the view and report.
9 July 2019, 07:21
Advanced Filtering
7 December 2022, 09:50
Searching and Filtering Your Schedule
7 April 2025, 17:40
Save a filter or view when it is something you use often. You can then quickly apply it without needing to manually select the criteria or view settings each time.
Saved Filters
These let you narrow down the information you see in your current view by applying a filter. Think of it as showing only the items you're interested in right now. Use filters to temporarily focus on specific data within your views. They only affect what you see at that moment, and apply to any active view. To save a filter, open the Advanced Filter, set your filter criteria then choose Save in the bottom left.Saved Views
These are more comprehensive than a saved filter. They remember a specific way you've set up your schedule view, including which groups are open, any filters you've applied, the number of days or weeks being shown, and how the information is sorted. It's like saving a complete snapshot of a your view. Save views to quickly switch between departments, teams, or selected resources for reporting and analysis. To save a view once you have it showing as you need, choose Save View in the Views menu. 11 January 2013, 16:02
If you need to create recurring events, or paste a set of events, or create a template which could include many events that need to be added in a single action.
Example 1: A machine installation could consist of a group of events for the survey, installation, testing, and training.
Example 2: A staff training course could have many events for the different levels or stages of the training course.
There are 4 possibilities depending on your needs :
Create Recurring Events
Use Multi Event Templates
Importing Event Sets From a CSV
Creating Copies from Search Window
1, Create your first event of the recurring set that you will need.
2, After saving the event, with the event window still open, press the More button. This gives access to the menu where you can choose 'Create Recurring Events'.
3, Now you can choose the frequency of the new events that will be created (Hourly, Daily, Weekly, Monthly or Yearly) and how many new events should be created into the future.
A common Series ID will be given to all events you create so they can found in a search, edited or deleted in batch.
1, Create a series of events by copying an event then pasting copies, or by manually editing the Series ID of an event and changing it to be the same as the Series ID in other events
2, Mark any one of the events in the series as a template
3, Select an area in your view to choose the date and resource and choose 'Add Event(s) from Template', and choose the event template
4, You will be asked if you want to 'Paste all events in the series'
5, Choosing YES will paste copies of all the events, with the same series ID, at the start point you selected and linked to the resource you selected
Note: To remove an event from a series enter 0 as the series ID in the event.
1, Create your events that make up a set of job using something they all have in common that you can find them with like a common title, common resource or common reference number etc.
2, Using the Search Window, find the events you want to export as a group
3, Right click any event and choose 'Save to file...'
4, In Schedule View, drag an area to choose the date and resource, then choose 'Import Events from File...'
1, Create a new resource called '_things to do', or any name you choose as a holding area
2, Add all the events to '_things to do' so they can be easily found
3, Using the Search Icon, find all events linked to '_things to do'
4, Right click any event and choose 'Copy and Paste All...'
5, Now you can REMOVE the resource '_things to do', and ADD the actual resource to do the work, and set the date the work should start
Example 1: A machine installation could consist of a group of events for the survey, installation, testing, and training.
Example 2: A staff training course could have many events for the different levels or stages of the training course.
There are 4 possibilities depending on your needs :
Create Recurring Events
Use Multi Event Templates
Importing Event Sets From a CSV
Creating Copies from Search Window
Create Recurring Events
1, Create your first event of the recurring set that you will need.
2, After saving the event, with the event window still open, press the More button. This gives access to the menu where you can choose 'Create Recurring Events'.
3, Now you can choose the frequency of the new events that will be created (Hourly, Daily, Weekly, Monthly or Yearly) and how many new events should be created into the future.
A common Series ID will be given to all events you create so they can found in a search, edited or deleted in batch.
Use Multi Event Templates
1, Create a series of events by copying an event then pasting copies, or by manually editing the Series ID of an event and changing it to be the same as the Series ID in other events
2, Mark any one of the events in the series as a template
3, Select an area in your view to choose the date and resource and choose 'Add Event(s) from Template', and choose the event template
4, You will be asked if you want to 'Paste all events in the series'
5, Choosing YES will paste copies of all the events, with the same series ID, at the start point you selected and linked to the resource you selected
Note: To remove an event from a series enter 0 as the series ID in the event.
Importing Event Sets From a CSV
1, Create your events that make up a set of job using something they all have in common that you can find them with like a common title, common resource or common reference number etc.
2, Using the Search Window, find the events you want to export as a group
3, Right click any event and choose 'Save to file...'
4, In Schedule View, drag an area to choose the date and resource, then choose 'Import Events from File...'
Creating Copies from Search Window
1, Create a new resource called '_things to do', or any name you choose as a holding area
2, Add all the events to '_things to do' so they can be easily found
3, Using the Search Icon, find all events linked to '_things to do'
4, Right click any event and choose 'Copy and Paste All...'
5, Now you can REMOVE the resource '_things to do', and ADD the actual resource to do the work, and set the date the work should start
16 February 2024, 10:16
Workspaces are still in beta - This means we are still developing and adding the full feature set.
Use workspaces to create separate work areas for different divisions or departments within your organisation where data separation is needed.
The top level in your account is the workspace. Within each workspace you can add groups, resources and other information that is only visible in that workspace.
Every group, resource, filter, report, template and event created within a workspace are only visible when their workspace is selected.
User access
Within the view permissions of each user you can choose which workspaces the user can access.
Information that is unique to each workspace :
Groups
Resources
Resource Labels
Events
Filters
Reports
Templates
Special Days
Use workspaces to create separate work areas for different divisions or departments within your organisation where data separation is needed.
The top level in your account is the workspace. Within each workspace you can add groups, resources and other information that is only visible in that workspace.
Every group, resource, filter, report, template and event created within a workspace are only visible when their workspace is selected.
User access
Within the view permissions of each user you can choose which workspaces the user can access.
Information that is unique to each workspace :
Groups
Resources
Resource Labels
Events
Filters
Reports
Templates
Special Days
24 August 2023, 10:02
The following steps guide you through creating a custom application integration between Schedule it and Okta for user login authentication.
From Schedule it Account Settings > Single Sign On (SSO) page, click the Okta link to populate the SSO form with the initial details. Change all the <YOUR_DOMAIN_HERE> tags for your Okta domain.
In the Okta Console, click Applications > Create App Integration. Select OIDC - OpenID Connect as the Sign-in method. Select Web Application. Click Next.
In Sign-in redirect URIs, paste the Redirect URL from your Schedule it Account Settings > SSO > Redirect URL. In Sign-out redirect URIs, paste the Redirect URL from your Schedule it Account Settings > SSO > Redirect URL. Download and add the Schedule it logo to your app so its easy for your users to recognise it. 
Click Save.
Copy the Okta Client ID and paste into your Schedule it Account Settings > SSO > Client ID. Copy the Okta Client Secret and paste into your Schedule it Account Settings > SSO > Client Secret. Save your Schedule it settings.
Update each of your Schedule it users SSO details to include their SSO ID from your provider. If you are unsure of the ID provided by your SSO provider, then you can attempt a login (from your Redirect URL)which should show the ID provided.
Create a new app integration
24 August 2023, 15:58
The following steps guide you through creating a custom application integration between Schedule it and Okta for user login authentication.
Slack API Console : https://api.slack.com/apps
From the Schedule it Account Settings > Single Sign On (SSO) page, click the Slack link to populate the SSO form with the initial details.
In Slack, click Create New App > From scratch. Enter a name, Schedule it SSO, and choose a workspace where it can be used. Click Create App. Scroll down to App Credentials.
Copy the Slack Client ID and paste into your Schedule it Account Settings > SSO > Client ID. Copy the Slack Client Secret and paste into your Schedule it Account Settings > SSO > Client Secret. Save your Schedule it settings.
In Slack scroll down to Display Information where you must enter a short and long description and add an icon. 
Press Save Changes. On the left select OAuth & Permissions. Add the Redirect URL from your Schedule it Account Settings > SSO. Redirect URL.
Update each of your Schedule it users SSO details to include their SSO ID from your provider. If you are unsure of the ID provided by your SSO provider, then you can attempt a login (from your Redirect URL)which should show the ID provided.
Slack API Console : https://api.slack.com/apps
Create a new app integration
25 August 2023, 07:27
The following steps guide you through creating a custom application integration between Schedule it for user login authentication.
Help documents from Microsoft: https://learn.microsoft.com/en-us/azure/active-directory/develop/quickstart-register-app
Sign in to the Azure portal : https://portal.azure.com/
From the Schedule it Account Settings > Single Sign On (SSO) page, click the Azure link to populate the SSO form with the initial details.
In Azure select Azure Active Directory Select Azure Active Directory > App registrations, and then select + New Registration. Enter the name, Schedule it SSO, and choose a workspace where it can be used. Set the Redirect URL type to Web. Add the Redirect URL from your Schedule it Account Settings > SSO > Redirect URL. Click Register.
Copy the Application (client) ID and paste into your Schedule it Account Settings > SSO > Client ID. Copy the Directory (tenant) ID and paste to replace all the <YOUR_DIRECTORY_TENANT_ID_HERE> tags in your Schedule it Account Settings > SSO
From Certificates & secrets press + New client secret Enter the name Schedule it SSO secret and press Add Copy the secret Value (not the Secret ID) and paste into your Schedule it Account Settings > SSO > Client Secret. Save your Schedule it settings.
Update each of your Schedule it users SSO details to include their SSO ID from your provider. If you are unsure of the ID provided by your SSO provider, then you can attempt a login (from your Redirect URL)which should show the ID provided.
Help documents from Microsoft: https://learn.microsoft.com/en-us/azure/active-directory/develop/quickstart-register-app
Sign in to the Azure portal : https://portal.azure.com/
Create a new app integration
26 August 2023, 11:51
The following steps guide you through creating a custom application integration between Schedule it for user login authentication.
Sign in to the Google portal : https://console.cloud.google.com/apis/
From the Schedule it Account Settings > Single Sign On (SSO) page, click the Azure link to populate the SSO form with the initial details.
In Google select Credentials > Create Credentials > OAuth Client ID Set the Application Type as Web Applications Enter the name, Schedule it SSO, and choose a workspace where it can be used. Add the Redirect URL from your Schedule it Account Settings > SSO > Redirect URL. Click Create.
Copy the Client ID and paste into your Schedule it Account Settings > SSO > Client ID. Copy the Client Secret and paste into your Schedule it Account Settings > SSO > Client Secret. Save your Schedule it settings.
Update each of your Schedule it users SSO details to include their SSO ID from your provider. If you are unsure of the ID provided by your SSO provider, then you can attempt a login (from your Redirect URL)which should show the ID provided.
Sign in to the Google portal : https://console.cloud.google.com/apis/
Create a new app integration
18 October 2023, 14:58
Sometimes events relate to, or need information from other events. It is possible using the Insert link option to insert a clickable link into the notes of any event that when clicked will instantly open the linked event for viewing.
Why link to other events?
Keep all the notes and attachments in a main event and link to it from other sub-events. Quickly access other stages of a project/job by creating links between them. Add links to previous events for a specific task or visit so they can be viewed without having to search for them. View a complete summary of all notes from all linked events without having to open each individually.
Simply opening any event, or copying any event, will add it to a short list for selection. When using the Insert link icon you can pick an event from the shortlist and a clickable link will be created. For example, open or save a new event, then open or create another event and the link for the first is ready to be inserted if needed.
If you click a link to a different event you can always go back by choosing Reopen last event from the More options.
Why link to other events?
Simply opening any event, or copying any event, will add it to a short list for selection. When using the Insert link icon you can pick an event from the shortlist and a clickable link will be created. For example, open or save a new event, then open or create another event and the link for the first is ready to be inserted if needed.
If you click a link to a different event you can always go back by choosing Reopen last event from the More options.
14 March 2024, 08:30
To make it much easier for you to tell us what you need we have added a 'Feature Requests' function directly into your account.
No need to go to a different website, register or login, simply click 'Feature Requests' from your Settings menu (top right) and tell us what you need.
Help guide our road map by submitting features or changes that can make our software better for you and others.
Your feedback is critical to help us make Schedule it exactly what you need, so don't be shy!
No need to go to a different website, register or login, simply click 'Feature Requests' from your Settings menu (top right) and tell us what you need.
Help guide our road map by submitting features or changes that can make our software better for you and others.
Your feedback is critical to help us make Schedule it exactly what you need, so don't be shy!
27 September 2024, 16:41
Milestones are key moments in time that are fixed and have no duration. They show specific points in your planning and schedule that mark important dates, stages and events using colored triangles. They highlight a change, key date or deadline to help all users focus towards a common goal. They can act as a signpost to help guide users to the next major milestone and show the progress of work completed so far.
When adding a milestone you can set the color and a title that is shown when hovering over the icon in the schedule. Update its percentage competed value to show, and inform others, of the milestone progress.
Using Milestones
Milestones can be used to notify a lead or manager that a collection of events and subtasks have been completed without them needing to be informed of the progress of each individual event or subtask. A milestone only report gives a high level overview of the overall progress of a project, or schedule of works, without the need to see every event or task that makes up the entire plan. Create a resource row at the top of your schedule where you can place and view all milestones together for a great plan and progress overview. Filters can be used to filter in or out any milestone events should you want to include or exclude them from your views and reports.
Milestone Examples
Show the start of a project or a set of related events Show when a project or a set of related events must be completed Date for a progress review The end of a phase of planning When critical documents need to be received/finalised
When adding a milestone you can set the color and a title that is shown when hovering over the icon in the schedule. Update its percentage competed value to show, and inform others, of the milestone progress.
Using Milestones
Milestone Examples
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