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Get Started with Aloha Reports

custom-reports, reports, new report, reporting, build reports

Written by Giselle Mauldin

📣 Reports Training Office Hours: Wed, Nov 11 – Fri, Nov 13

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Can't make those times? Reach out to our support team here to schedule a 1-on-1 call.

Reports shows how your practice is doing. You can set goals, read any report, and click any number to see the patients behind it. Use this guide when your practice is first getting started, or when someone on your team needs a refresher; setup takes about 15 minutes, and Aloha's ready-made dashboards work right away while you make Reports your own.

Prerequisites

  • Administrator or account owner access to see money reports, including the Owner dashboard.

  • Your practice targets, such as a 90% show rate or a 65% retention rate, ready to enter as goals.

Watch the 3-Minute Walkthrough

The video covers everything in this guide, plus a quick look at building reports and dashboards. Each section below notes where it starts in the video.
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1. Open Reports and Tour Your Dashboards

In the video: 0:03

  1. Click Reports in the left menu. Office summary opens first.

  2. Click each tab across the top to see your five ready-made dashboards:

    • Office summary (everyone): Graphs of appointments last week and new patients last month. Tiles for visits, attended visits and new patients today; show rate and no-shows; new patient conversion; retention rate; patient visit average; no upcoming appointment; off-track patients; booked vs. attended by provider; scheduling history.

    • Owner dashboard (Administrators and the account owner): collections today, this month and this year, outstanding balances, and net collection rate.

    • Charlie AI (practices using Charlie AI or suggested text replies): calls handled, minutes, bookings made and transfers, the Charlie AI log, and Charlie text suggestions.

    • Voice (practices using Aloha phones): calls per day, daily call volume, answer rate, minutes used, missed call rate, and peak volume hour.

    • Communication (everyone): reviews received, feedback requests sent, and automated messages.

2. Read and Filter a Report

In the video: 0:42

  1. Click any tile to open its report.

  2. Select a timeframe using quick presets (like This week or Last month) or enter a custom date range.

  3. Compare with the prior period to see whether a number is going up or down.

  4. Toggle between Table and Chart.

  5. Click the Funnel icon to narrow results by specific filters

  6. Click Export CSV to open the numbers in Excel or Google Sheets.

  7. Click Back to Office summary (or whichever dashboard you came from) when you're done.

3. See the Patients Behind a Number

In the video: 0:57

  1. Click any underlined number in the table to see the patients behind it. .

  2. This opens the "Patients behind…" page, displaying each patient alongside their last visit, next booked appointment, attended visits, and primary provider (some metrics list appointments instead).

  3. Click Back to the report to return to the prior view.

💡Some numbers have more than one group of patients behind them. For example, Retention Rate has one tab for patients active at the start of the period and one for patients retained.

4. Reorder and Customize Dashboard Tiles

In the video: 1:11

  1. Click the Pencil icon, then select Reorder tiles.

  2. Drag and drop tiles into your preferred order.

  3. Click a tile's graph icon () to show it as a graph or the square icon (☐)to make it a tile.

  4. Click the check mark when you're done.

‼️ Heads up: In this mode, clicking the × on a tile permanently deletes the report (after a confirmation prompt). To remove a report from the dashboard without deleting it, click the pencil icon and select Edit Dashboard instead.

5. Set Your Goals

In the video: 1:26

  1. Open a report you want to track and click Set a goal (or edit the report and toggle on Track a goal).

  2. Enter a Target, plus a Minimum and Stretch if you like.

  3. Dashboard tiles will now show a circular progress ring toward your goal, and line/bar graphs will plot it as a dotted reference line.

6. Build a Custom KPI Report

In the video: 1:40

  1. Click the + (plus) button in the top right of your dashboard.

  2. Under Name and type, enter a title, choose A KPI, and select the dashboard it belongs on. Click Continue.

  3. Under Pick the metric, select the metric you want to measure (e.g., Attended Visits).

  4. Set your Group by option (e.g., Appointment type), pick your timeframe (e.g., Last month), and choose a comparison period.

  5. (Optional) Click Add filter to count only specific items, such as a single provider or case type.

  6. Under Choose how it looks, pick whether it should display as a tile or as a specific graph type (column, line, area, pie, or funnel).

  7. Review your selections under Preview and test, then click Save report.

7. Build a Filtered Patient List

In the video: 2:13

  1. Click the + button in the top right, select A list, give it a name, and click Continue.

  2. Under Add filters, define your criteria (e.g., Attended visits is more than 9).

  3. Under Choose the columns, search to add fields, or drag column headers to reorder them.

  4. Under Check and save, toggle on As a tile if you want the total count to show on your dashboard.

  5. Click Save list.

8. Manage Custom Dashboards

In the video: 2:32

  1. New dashboards are created through the report builder. While creating or editing a report, click the Dashboard dropdown, select New dashboard, and give it a name (e.g., Front Desk).

  2. To manage an existing dashboard later, navigate to it, click the Pencil icon, and select Edit dashboard. Here you can rename it, add/remove reports using the trash icon, and reorder items.

  3. To delete a Dashboard, click the pencil icon and choose Delete dashboard.

  4. Each practice can create up to 50 dashboards, with a maximum of 100 reports per dashboard. Dashboard tabs load 24 tiles initially; click Show more to view additional tiles.

Where do deleted dashboards go? Everything you build is saved. Even if you delete an entire custom dashboard, the underlying reports and lists remain safely stored under the My reports tab.

Common Questions

Why can't I see the Owner dashboard?

  • Money reports, including the Owner dashboard, show only to Administrators and the account owner. Other staff never see the

Why don't I see the Charlie AI dashboard?

  • It appears only if your practice uses Charlie AI or suggested text replies.

I see "This is taking longer than usual." What do I do?

  • A large report can take a moment. Give it a bit more time, try a shorter date range, or try again in a minute

What happens if I change one of Aloha's ready-made reports?

  • Your practice gets its own copy. Your copy won't pick up later changes Aloha makes to the original.

Can I text or tag the patients on a Patients behind page?

  • Not currently. Direct messaging, tagging, and task creation from drill-down lists are in active development and will be added in a future update.

You'll Know It's Working When

  • Office summary opens first when you click Reports.

  • Clicking an underlined number opens a Patients behind … page.

  • Your tiles stay in the order you set.

  • Tiles show a progress ring toward your goals, and graphs show a dotted goal line.

  • Each report shows Data as of with the date and time of its last update.

Need Help?

We're happy to help. Chat with us live, call (800) 563-0469, or email support@getaloha.com.

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