Orbit documentation

Custom reports

Build your own reports from Orbit's datasets, or start from a ready-made starter. Then preview, print and export them.

Where: sidebar → Reports → Custom Reports (/reports/custom). License: Reporting.

To Needs
View and run reports reports.read
Create reports reports.create or reports.write
Edit own / all reports reports.edit.own / reports.edit.all (or reports.write)
Delete reports.delete
Export CSV/XLSX/PDF reports.export
Email / schedule reports.email / reports.schedule (see Report delivery)
See sensitive fields (names, emails, phones, notes) reports.sensitive.read
See financial fields (salary) reports.financial.read

Custom reports

The page has three tabs: Reports, Schedules and Execution & delivery history.

The report list

  • Search, and filter by dataset.
  • Badges: Starter (built in, read-only) or the access level (private, site, tenant).
  • Columns: Report, Dataset, Type (table, summary, status breakdown), Last run.
  • Select a report to run it in the preview panel.
  • Row menu: Run, Edit, Duplicate, Email, Schedule, Delete.

Starter reports

Orbit includes read-only starters. Duplicate one (or select Duplicate to customise in the preview) to export, email, schedule or change it.

Starter Dataset Shows
Service Summary Appointments Appointments by service, total duration
Appointment Report by Staff Appointments Appointments per staff member
Appointment Report by Client Appointments Appointments per client
Cancellation & No-show Appointments Cancelled appointments in the period
Staff Utilization Appointments Booked minutes per staff member
Client Activity Clients Clients by last contact
Appointment Status Appointments By status
Location-based Appointments By location type
Case Pipeline Cases Cases by status
Employer Status Employers Employers by status
Job Posting Pipeline Job postings Postings by status
Clients by Primary NOC Clients Career interests by primary NOC
Job Postings by Primary NOC Job postings By primary NOC
Employers by Primary NAICS Employers By primary NAICS
Exact NOC Match Volumes Classification matches Client/job pairs per NOC
Applications by Stage Job applications By stage
Event Attendance Events Registered and checked-in totals

Starter report preview

Datasets

Dataset Rows are Default date field
Appointments Appointments Start
Clients Clients Created
Staff Staff members Created
Cases Cases Opened
Employers Employers Created
Job postings Postings Created
Classification matches Client ↔ posting pairs sharing an exact NOC Published (posting)
Job applications Applications Applied
Events Events Start

Change the date field in step 3 of the builder; any date field in the dataset can be used.

Fields you're not allowed to see appear greyed out in the builder.

Build a report

Select New report. The builder has five steps; select a step name to jump to it, or use Next and Back.

1. Basics

Report name (required), Dataset (fixed once saved) and Description.

Builder step 1

2. Fields

Tick the columns to include. Sensitive fields are flagged; each field shows its type.

Builder step 2

3. Filters & date range

  • Date range: Today, Yesterday, This week, Last week, This month, Last month, Last 7 days, Last 30 days, Custom range (start and end), All time.
  • Date field: which date the range applies to.
  • Add filter: field + operator + value. The operators depend on the field type: contains, equals, does not equal, is empty, is not empty, greater than, less than, between, on, before, after, is yes, is no. All filters must match.

Builder step 3

4. Display & options

  • Display type: Table (rows), Summary (totals and groups) or Status breakdown (counts per group).

  • Export format: the default for exports and schedules (CSV, Excel, PDF).

  • Sort by + Asc/Desc.

  • Group by: any groupable field. Group totals appear above the rows.

  • Summaries: add a count, distinct count, sum, average, min or max of a field (the choices depend on the field type), with an optional label.

  • Access:

    • Private (only me).
    • Site-wide: everyone with access to the Locked site. Once saved, a site-wide report stays locked to that site.
    • Tenant-wide: the whole organisation. Needs reports.write or reports.edit.all.

    Access controls who can see the report definition. Rows are always limited to each viewer's own sites.

Builder step 4

5. Review

A summary of your choices and a Sample preview of the first 20 rows. Select Save, or Save and run.

Builder step 5

Reset restores the dataset defaults. Closing with unsaved changes asks Discard report changes?

Preview, print and export

Saved report preview

  • Run: re-runs with current data. Large results show the first rows and say how many were matched in total.
  • Print: prints the preview.
  • CSV / XLSX / PDF: downloads the export. The PDF is a formatted document with breakdown bars. Every run and export is listed under Execution & delivery history, where exported files can be downloaded again.
  • Mail icon: send by email.

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