Updated for the new Rehab Guru design. Analytics has new pages (Overview, Financials, Patients, Team, Services, Utilisation, Recall, Explore, Monthly report, Advice and Data health) in place of the old Appointments, Treatment Notes, Programmes, Client Analytics and Billing reports. See What's new: the Rehab Guru redesign.
The Dashboard gives you a quick view of your practice each day, and Analytics gives you the detail:
Revenue this month and this year, projected month end and operating profit.
New patients, rebooking, did not attend (DNA) and second-visit rates, and how patients found you.
Team performance, services and how full your diaries are.
Patients to recall, a custom report builder, a monthly report you can download, and advice on where to improve.
To turn analytics on and set your targets, see Setting up Practice Analytics.
From the Main Dashboard
The Dashboard opens when you log in. At the top right are View Calendar and View Detailed Reports, which opens Analytics.
If past appointments are still marked as scheduled, a yellow bar tells you how many. Click View details to review them and update their status.
Four cards show New clients, Cancellations, Your revenue and Online bookings, each compared with last month. Your revenue counts your own invoices only.
The Upcoming appointments card has This week and Next week tabs and an Open calendar link.
The Billing card shows Open invoices (View invoices), Overdue (Send reminders) and Ready to invoice this week (View all), with Go to billing at the top.
Viewing your practice at a glance on the Dashboard
Further down, the Analytics overview card gives a quick look at recent activity, with five tabs:
Prescriptions: programmes sent this week, compared with last week.
Trends: appointments and cancellations by month, and revenue growth.
Types: your appointments by appointment type.
Notes: treatment notes still in draft, form responses without a client (View all), and your treatment notes completion rate. Click View pending to see the notes still in draft.
Team: new clients, team revenue and cancellation rate this month, revenue and appointments by practitioner, and a weekly team summary.
Viewing pending notes in the Analytics overview
How to use Analytics
Click Analytics in the left-hand sidebar, or View Detailed Reports on the Dashboard. Analytics opens on Overview. The menu on the left has: Overview, Financials, Patients, Team, Services, Utilisation, Recall, Explore, Monthly report, Advice, Data health and Settings.
Opening Analytics from the sidebar
Filtering by location, practitioner and date
Use the Location and Practitioners filters at the top of a page to narrow every figure on it.
Each figure shows the period it covers underneath, for example Last 30 days or This month to date.
Some pages have quick period buttons: Team (This month, Last month, This quarter, Last quarter), Services (Last 3 complete months, Last 12 complete months) and Utilisation (Last 30, 60 or 90 days).
For any other date range, use Explore (see below).
Analytics figures are rebuilt overnight. The line at the top right of each page, for example "Figures to 8 Nov 2026, built 9 Nov 2026, 00:30", shows the last day included and when the figures were built. Changes you make today, such as raising an invoice or marking an appointment as attended, show in the next day's figures.
Trying Analytics with demo data
Click Load demo data, next to the "Figures to" line, to fill Analytics with example figures for a made-up practice. A purple Demo data bar shows while it is on: the figures are synthetic and the same for every practice, and the settings are read only. Click Exit demo to go back to your own figures. The screenshots in this article use demo data.
Downloading a chart
Every chart has its own menu (three lines) in its top right corner. Open it and choose:
Download SVG, for a sharp image you can resize.
Download PNG, for a picture to paste into a document or email.
Download CSV, for the figures behind the chart in a spreadsheet.
Set your date range and filters first, as the file reflects what is on screen.
Good to know: chart downloads are per chart. For a whole report, use Download PDF or Print on the Monthly report page. The Recall list and the Explore practitioner table each have an Export CSV button.
Opening the download menu on a chart
The Analytics pages
Overview
Tiles for Revenue this month (with progress against your monthly revenue target, if you have set one), Projected month end (with a likely range), Projected operating profit and New patients.
The Operating scorecard shows your Rebooking rate, Clinic utilisation, Appointment completion and Practitioner targets, each marked against a guide figure or your own target.
Needs attention lists anything worth a look. Click Open to go to the page with the detail.
Further down: the Month-end projection chart, Health pillars this month and the Acquisition mix of new patients by how they found you.
Projected operating profit needs your monthly operating cost. Add it in Analytics settings: see Setting up Practice Analytics.
Financials
Revenue this year, Revenue this month and Projected operating profit, compared with the same point last year or last month.
Revenue per clinical hour and Money owed, with View open invoices.
The Profitability chart shows revenue, estimated profit and margin by month against your break-even point.
Viewing revenue and profitability in Financials
Patients
New patients, Rebooking rate, DNA rate, Second-visit rate (patients back within 45 days of their first visit) and Mature visits per patient.
The New patients chart has New patients, New and returning and By weekday views, and When new patients arrive shows your busiest day for first visits.
Referrers and Journey by referral source show which referral sources bring patients and how those patients go on. They appear once at least half of your new patients have a referral source recorded.
Viewing new patients and rebooking in Patients
Team
Choose This month, Last month, This quarter or Last quarter.
Tiles for Active clinical team, Revenue per clinical hour, Clinic rebooking, Clinic DNA rate, Clinic diary fill, Notes finalised and Strongest performer.
Team overview shows revenue concentration, DNA outliers, median caseload, invoiced revenue by practitioner over the period, and a table of revenue, share and patients for each practitioner.
Comparing practitioners in Team
Services
Choose Last 3 complete months or Last 12 complete months.
Tiles for Treatment revenue, Attended treatment visits, Leading service, Top three services, Private revenue and Class fill rate.
Treatment mix shows revenue share by appointment type, or by practitioner, with a table of appointments and revenue for each service.
Viewing your treatment mix in Services
Utilisation
Choose Last 30 days, Last 60 days or Last 90 days.
Tiles for Clinic utilisation, Appointment completion, Gaps next 7 days, Unfilled capacity next 14 days, Bookings added this week (online and by the practice), Next availability and Next 7 days (with View schedule).
How this number is built shows each practitioner's attended and available hours. Available hours come from working hours less leave, or from contracted hours if you set them in Analytics settings.
Checking how full your diaries are in Utilisation
Recall
Choose a group: New, not rebooked, 14 to 30 days, 30 to 60 days, 60 to 90 days or 90 days to 12 months since the last visit.
Tiles show Patients to contact, Recoverable revenue (15% of their value to date) and New this week.
The Patients to contact list shows each patient's last practitioner, last visit, visits, value to date, days since their last visit and marketing consent for email and SMS. Filter it by practitioner or location, tick New this week only or Opted in to marketing only, change the sort order, or click Export CSV.
Patients with any future booking (including classes), patients under 18, and discharged or deleted patients are not listed.
Finding patients to recall
Explore
Explore builds a report for any date range up to 24 months.
Choose a date range, or a preset: This month, Last month, Last quarter, This year, Last year or Last 12 months.
Narrow it to some Appointment types, Practitioners or a Location if you like, then click Run.
The report shows attended visits, clients seen, new clients, revenue, rebook, cancellation and DNA rates, average days between visits, visits per client, PVA (attended visits per new client), revenue per client and revenue per visit, with a By practitioner table you can export as a CSV.
Running a custom report in Explore
Monthly report
Choose a Location and a Month. The current month runs to the end of yesterday.
The report covers: At a glance, Monthly revenue trend, Profitability, Patient activity, Appointments per month, Operations and Practitioner performance.
Click Download PDF to save it, or Print.
Downloading the monthly report as a PDF
Advice
Advice suggests ways to improve, based on your figures, such as a practitioner's quiet day, a price that has not changed for a long time, or attended visits with no invoice.
Each suggestion shows an estimate of what it could be worth a year and the figures behind it. Click Open (or View list) to see the detail.
Use All, Active and Dismissed to filter the list. To hide a suggestion for a while, choose Dismiss for 30 days, 90 days or a year.
Reviewing suggestions in Advice
Data health
The Data health score (out of 100) shows how complete your records are, and Freshness shows when the figures were built and when they will next be rebuilt.
Checks are grouped under Billing, Appointments, Patients, Team, Services and System, for example attended appointments with an invoice, past appointments with a final status, and new patients with a referral source.
Each check shows which Analytics figures it feeds, what to do, and a link to the records to fix. A fix shows in the next day's figures.
Checking your records in Data health
Settings
Settings opens Account > Account & Organisation > Analytics, where you turn analytics on, set your operating cost, revenue and practitioner targets, and choose referral sources and which appointment types count. See Setting up Practice Analytics.
Looking for the old reports?
The old Appointments, Treatment Notes, Programmes, Client Analytics and Billing reports have been replaced:
Appointments by type and practitioner: Explore and Services, and the Trends and Types tabs on the Dashboard.
Treatment notes completion: the Notes tab on the Dashboard, and Notes finalised in Team.
Programmes sent: the Prescriptions tab on the Dashboard.
Billing: the Billing card on the Dashboard, and Financials.
To suggest something you would like to see in Analytics, click Feature Request at the foot of the sidebar.














