Know your numbers without building a spreadsheet
Every appointment, invoice and payment in Hivemanager.io feeds your reports automatically. See what you sold, who cancelled and hasn't rebooked, who's coming back, and which practitioners are busiest, for any date range and any location, then export it for your accountant.
Ten reports, every plan
- Appointments
- Sales
- Payments
- Gift Cards
- Reconcile
- Staff
- Clients
- Services
- User Activity
- Analytics
The quick version
Hivemanager.io includes ten reports in every plan: Appointments, Sales, Payments, Gift Cards, Reconcile, Staff, Clients, Services, User Activity and an Analytics dashboard. They cover cancellations and no-shows with a ready-made call-back list, revenue line by line, practitioner productivity and revenue per hour, client retention, rebooking and lifetime value, service performance, and a log of who changed what. Filter by date, location and staff, compare against the previous period or the same period last year, and export to Excel. Included in every plan from $35/month (CAD or USD).
Appointments report · New
Turn cancellations back into bookings
The empty slot isn't the expensive part of a cancellation. The client who never books again is. The Appointments report gives your front desk a ready-made call list of everyone who cancelled or no-showed and hasn't rebooked, shows what those gaps are costing you, and rebooks a client in two clicks.
- Cancelled, No shows and All appointments views, with cancellation and no-show rates
- Revenue lost, counting only appointments that haven't been rebooked
- Reason, hours of notice, and a Late badge based on your cancellation window
- Client phone and email, last visit, total visits and cancellations in the last 90 days
- Rebooked: yes or no, with the date of the next appointment at any of your locations
- Filter by staff, location and booking source, and export to Excel or CSV
Appointments report · Cancelled
| Client | Service | Notice | 90 days | Rebooked |
|---|---|---|---|---|
| Tom A. | 60 min RMT | 3hLate | 2 in 90d | No |
| Leah M. | 90 min deep tissue | 41h | 1 in 90d | Oct 9 |
| Jess L. | 60 min Swedish | 18hLate | 1 in 90d | No |
| Omar K. | 75 min RMT | 52h | 1 in 90d | No |
Sample figures from a demo clinic.
A weekly call-back list
Set the date to last week and Rebooked to Not rebooked. Everyone left cancelled and hasn't come back. Click Rebook on a row and the booking screen opens with the client, service, therapist and location already filled in, so you only pick the time.
Repeat no-shows, before the fifth one
Clients with two or more no-shows in the last 90 days are counted and highlighted. That's the moment for a friendly conversation, or a deposit before their next booking.
Your cancellation policy, applied the same way every time
A Late badge marks any cancellation inside the window you set in your online booking settings. Your team works from one record instead of memory. Hivemanager.io doesn't charge late fees automatically, so you decide what the policy means.
Patterns by therapist, service and source
Filter by staff, location or booking source. If online bookings cancel far more often than desk bookings, a deposit on online bookings might pay for itself. The Top reason tile tells you whether you're fighting illness or scheduling conflicts.
What a weekly call-back can recover
20 minutes on a Monday, about $22,900 a year
Take a clinic with four therapists, a $110 average appointment, and 8 cancellations plus 3 no-shows a week. That's $1,210 a week in appointments that didn't happen. If the front desk works the Not rebooked list for 20 minutes each Monday and rebooks just 4 clients who would otherwise have drifted away, that's $440 a week, or about $22,900 a year, from roughly 17 hours of phone time.
An illustrative example, not a customer result. Swap in your own average price and cancellation numbers.
- Open Reports → Appointments every Monday
- Set the date to Last week and Rebooked to Not rebooked
- Call each client and click Rebook while you're on the phone
- Switch to No shows and check the repeat no-shows count
- Once a month, check All appointments for your cancellation and no-show rates
Staff report
Staff performance, one row per practitioner
The Staff report answers the question every multi-provider clinic owner asks: who's busy, who's productive, and whose clients come back? Rostered hours sit right next to booked and completed hours, so a calendar that looks full can't hide one that isn't earning.
- Rostered, booked, blocked, cancelled, completed and future hours per practitioner
- Productivity rate: completed time as a share of rostered time
- Rebook rate: clients who booked their next visit with the same practitioner within 72 hours
- Retention rate and one-time client rate
- Revenue per hour, against the previous period or the same period last year
Staff report
| Practitioner | Rostered | Completed | Prod. | Rebook | Rev/hr |
|---|---|---|---|---|---|
| Priya R. | 38h | 31h | 82% | 71% | $104 |
| Nicole P. | 38h | 28h | 74% | 64% | $96 |
| Sam T. | 30h | 19h | 63% | 52% | $81 |
| Dev K. | 24h | 13h | 54% | 41% | $72 |
Sample figures from a demo clinic.
Clients report
Retention, client by client
A retention percentage tells you there's a problem. The Clients report tells you who. Every client gets one row showing their first visit, their last visit, whether they're booked again, and what they've been worth to your clinic.
- First, last and next appointment, with the practitioner and service
- Rebooked and retained flags you can filter on
- Visit frequency in weeks, total appointments, cancellations and no-shows
- Lifetime value from completed appointments
- Active status and email opt-in for every client
Clients report
| Client | Last | Next | Visits | LTV | Status |
|---|---|---|---|---|---|
| Maya C. | Sep 12 | Sep 26 | 18 | $1,840 | Rebooked |
| Ruth O. | Sep 18 | Oct 2 | 27 | $2,910 | Rebooked |
| Tom A. | Aug 4 | — | 3 | $285 | Not retained |
| Jess L. | Jul 22 | — | 1 | $95 | One-time |
Filter to clients who are active but not retained, and you have this week's follow-up list.
Services report
Find out which services earn their spot on the menu
Some services fill the calendar. Others bring clients back. The Services report shows both, so pricing and menu decisions come from real bookings instead of hunches.
- Completed appointments and revenue per service, against the previous period or last year
- Unique clients and average revenue per client
- How often clients repeat a service, and the average weeks between bookings
- Filter by category, location or practitioner
Sales, Payments and Reconcile
Every dollar in, line by line
Three reports that between them tell you what you billed, how it was collected, and whether the two agree. Sales and Payments are the two exports your bookkeeper actually wants.
Sales
Every invoice line: appointments, products, packages, gift cards, discounts, credits and gratuities, with tax broken out.
- Filter by paid or unpaid, item type, location, client, practitioner, category or service
- Click any invoice number to open the full invoice
- Export to Excel or CSV
Payments
How the money was actually collected, and who took it. The other half of the pair your bookkeeper asks for.
- Payments by type, with card brand and last four digits on card payments
- Filter by location or who processed them
- Export to Excel or CSV
Reconcile
Checks what you recorded against what you actually received, then locks it. You cannot save until every difference is resolved.
- Each line marked Cleared or Review based on the difference
- Confirmed payments are locked and cannot be quietly removed from an invoice
- Reopen a saved reconciliation any time, with every change in the activity log
Gift Cards report
Gift card balances you can actually account for
Unspent gift cards are money you owe. The Gift Cards report shows every card in circulation and exactly how much is left on each one.
- Code, purchaser, recipient, issue date and expiry for every card
- Original value against remaining balance
- The invoices each card was used on
- Filter by status, and activate or deactivate cards from the report
User Activity
Know who looked at what, and who changed it
Client records are sensitive, so Hivemanager.io keeps a log. Every view, edit, signature, login and logout is recorded with the user, the time, and what changed, which makes privacy audits and "who did this?" questions easy to answer.
- Old value and new value on every edit
- IP address and device for every action
- Filter by user, action or event type
- Click any entry for the full detail
Access and delivery
The right numbers for the right people
Owners see everything. For everyone else, you choose which reports each staff member can open, and managers only see data for the locations they have access to.
- Turn each report on or off per staff member
- Location-based access for multi-location clinics
- Owners get a day sheet PDF by email 30 minutes before each location opens, listing every appointment with client alerts and notes
Common questions
What reports does Hivemanager.io include?
Ten, in every plan: Appointments, Sales, Payments, Gift Cards, Reconcile, Staff, Clients, Services, User Activity, and an Analytics dashboard. Together they cover cancellations and no-shows, revenue, payments, gift card balances, practitioner productivity, client retention and lifetime value, service performance, and a log of every change made in your account.
How do I follow up with clients who cancelled?
Open Reports, then Appointments. Set the date range to last week and the Rebooked filter to Not rebooked, and you have a list of every client who cancelled and hasn't booked again, with their phone, email, visit history and the reason they gave. Click Rebook on a row to open the booking screen with the client, service, therapist and location already filled in. Clients who rebooked at any of your locations are left off, so nobody gets called by mistake.
Can Hivemanager.io track no-shows and late cancellations?
Yes. The Appointments report has a No shows view, a no-show rate, and a count of clients with two or more no-shows in the last 90 days. Every cancellation shows how many hours' notice the client gave, with a Late badge if it fell inside the cancellation window you set. Hivemanager.io doesn't charge cancellation fees automatically. The report shows you who cancelled late so you can apply your own policy.
How do I track therapist productivity?
The Staff report compares each practitioner's completed hours against their rostered hours to give a productivity rate, alongside booked, blocked and cancelled hours and revenue per rostered hour. You can filter by location and compare against the previous period or the same period last year.
How can I tell if my clinic is keeping its clients?
Hivemanager.io tracks rebook rate (clients who booked again with the same practitioner within 72 hours), retention rate (clients who return within your clinic's normal visit interval, which is calculated automatically), second-visit rate, and one-time client rate. The Clients report then shows who's rebooked and who isn't, one client at a time.
Can I export reports for my accountant?
Yes. Appointments, Sales and Payments export to Excel or CSV, and the Staff, Clients and Services reports export to Excel. Exports include every row that matches your filters, not just the page you're viewing.
Know your clinic before you need to fix it.
Ten reports. Every plan. No spreadsheets.