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Scheduling Reports

All facility users get access to powerful built-in reports in Kevala. Reports can be found in the top navigation in the "Reports" tab.

You may or may not see some reports based on the offerings you currently use in Kevala - Scheduling, Vendor Management, or Credential Management. The charts in the reports themselves may also look different depending on other capabilities you have, such as a census integration, the use of budgets and staffing plans, or integration with payroll for actual hours.

Available reports

The following reports are available. If you would like access to one of these reports but do not see it, reach out to Kevala support to learn how you could get this kind of reporting.

  • Attendance - Callouts, NCNS, and Cancelations - Monitor attendance patterns for your staff and identify trends affecting coverage.
  • Staffing levels - Track your scheduled hours and shifts by day and position.
  • Kevala Usage and Engagement - Monitor published schedules and login activity for your organization.
  • Overtime - Monitor scheduled overtime and overtime percentage across your organization.
  • Agency Usage, Cost, and Performance - Track agency usage across locations, and identify your top performing agencies.
  • Budget vs Schedule vs Actual - Identify departments and positions that are overstaffed or understaffed.
  • PBJ reporting - View exportable reports for Payroll Based Journal staffing levels.
  • Credential Compliance - Monitor compliance across locations and for specific employees.
  • Custom reports - Kevala can make custom reports available. Reach out to Kevala support or your Customer Success Manager to learn more

How report data works

Here are a few things to know about how the reports get updated and work:

  • Updated every 3 hours - Reports are updated every 3 hours. You can see the last updated time on each report.
  • Only data in Kevala or from integrations - Most of the data comes from your schedule and employee data in Kevala. If Kevala does not have the shift, the employee, the staffing plan, etc, then it will not show in reports. The exception here is if you have any specific integrations, such as HRIS, EMR, or payroll integrations to pull in census, employee updates, or actual time punch hours.
  • Timezones - the times default to your browser timezone. You can update the timezone at the bottom of every report (for example, if you are traveling but want to see shift start times in the timezone of the facility)

Filtering reports

Every report has a collection of filters at the top. Here is how the filters work:

  • Available filters - The available filters depend on the data in the report
  • Filter values - The values in the filters are based on what you have access to. For example, if you are an Administrator, you will see all locations at your organization. If you are a Manager of Aranya Gardens, you will only see Aranya Gardens.
  • Multi-select - Most filters allow multi-select.
  • Date filter - most reports have a date filter in the top right. All reports default to something, such as current month, last 3 months, etc

         

Interacting with charts

Different chart have different available interactions. Here are a few:

Hover to see more - hovering on any pie chart or bar chart will show the details of that section. 

Click to filter - clicking on most sections of a bar chart or pie chart will automatically filter the rest of the report to that value. For example, here you can click on "Never published" to filter everything else on the report to never published departments.

Select different data - Some charts let you choose different things to see on the chart. For example, here you can see callouts by date, but you can also see them aggregated across all locations or departments.

Expand rows - tables that show multiple levels can be expanded 2 different ways. 1) Expand a specific level by clicking on the row (example - expanded Aranya Gardens), 2) Expand all rows by clicking the 3-dots and selecting "Expand all"

 

Sorting - You can sort a table by clicking the column header. It will alternate between sorting ascending, descending, and no sorting.

Exporting

Every chart can be exported as a CSV, XLSX, or PNG. Hover on any chart in the top right to see a download icon. You can also export the entire report in the bottom right.