Service & Quality are Everything

RETURN TO MAIN MENU | PRINT

Report: System Statistics

Registration, Appointment, Client Report, and Survey Statistics

Directly below "Time & Date Statistics" on the Report: System Statistics (which you'll find under the "System Utilities & Reports" section of the Welcome menu), you'll find separate sections that report on the data collected on your Registration, Appointment, Client Report, and Survey forms.  You can also access these sections by selecting "REGISTRATION," "APPOINTMENT," "CLIENT REPORT," or "SURVEY" within the "JUMP TO" links under General Statistics.


Understanding the Display

With just a few exceptions (as noted below), the registration, appointment, client report, and survey sections report data in the same way and within the larger configuration options (such as date range) selected at the top of the report.

Statistics Graph SampleUsing the example above, "IS THIS FOR A COMPOSITION COURSE?" is one of the questions that you've added to the form.  Questions are added in Form Setup: Registrations, Form Setup: Client Reports, Form Setup: Appointments, and Module Setup: Surveys in your Welcome menu.  Only questions that are countable can be turned into graphs.  Specifically, questions answered with a checkbox, multiple checkbox, drop-down, or Likert response are countable, while fill-in and large "textarea" responses are freeform and not countable.

Continuing with the example, "No" and "Yes" represent the selected answers to the "course" question.  Here, 272 appointments had this question answered with "No" and 197 had this question answered with "Yes."  The percentages and graphs that follow the answers show the percentage of clients that selected each option.  

Note that the total here (469) might be lower than the total number of appointments listed at the top of the System Statistics Report.. Only appointments for which this question was answered will appear as a number here.  For example, even if this question was a required question, administrators, who do not have to complete required questions, could have made five appointments without answering this question.  As a result, the total number of appointments at the top would be correct when displaying 474, while the combined total here of 469 would also be correct in that that's how many appointment forms within the larger number had this question answered.

A couple of answer types require more explanation:

  • If a question is answered by checking a single checkbox, then the report will display "CHECKED" and "NOT CHECKED" as the "answers" that are counted and graphed.
  • If a question is answered by selecting multiple checkboxes, then the report will display the number of times that each checkbox answer was selected.  For example, if a checkbox offered "blue," "yellow," and "green," and if someone selected "blue," and "green" on the same form, then that would be counted as one "blue" answer and one "green" answer.  This means that you'll likely have more selections than total number of forms submitted for this type of answer response.
  • If a question is answered by a Likert response, then the report will display point values for each Likert option (Strongly Agree = 5, Agree = 4, Neutral or Neither agree nor disagree = 3, Disagree = 2, and Strongly Disagree = 1) and then will display the average of all of the responses.  For example, if five students answered the question with "Strongly Agree" and two students answered the question with "Disagree," then total points attributed to the answers would be (5 * 5) + (2 * 2) = 29.  Additionally, he average of the answers would be 29 / 7 = 4.14.

Sample View AnswersFinally, if you have fill-in or large response "textarea" questions on your forms, you can still see those responses from the System Statistics Report.  To do so, scroll to the bottom of the section that covers the form (such as to the bottom of your Registration Statistics if the question is on your registration form).  Then, under the "FILL-IN QUESTIONS" heading, select "VIEW ANSWERS" next to the question you're interested in.  A window will then open that displays the answers that have been entered on the form within the configuration options and date range selected.  If the same answer has been entered multiple times, those identical answers will be grouped and a total number will be displayed.


Registration Statistics

This section shows graphs for answers to countable questions on your registration form.  Each answer is shown as both a percentage of total unique clients and as a percentage of total appointments with that answer selected.  

Registration Statistics Sample GraphThe example above shows what your report might look like when providing statistics for a "standing" question on your registration form (that is answered via a selection from a drop-down).  The leading line states that "Statistics based on 494 appointments and 4 clients who had appointments within the specified parameters of this report."  Turning to the graph, this means that 370 appointments (displayed as "APPTS.") out of those 494 were for clients who had answered the standing question as "Freshman."  But, all 370 appointments were made by just 3 unique clients (displayed as "CLIENTS").


Appointment Statistics

This section shows graphs for answers to countable questions on your appointment form.  Each answer is shown as a percentage of total appointments with that answer selected. If you have SELECT STAFF OR RESOURCES BY FOCUS? set to "Required" in Schedule Management, then this section will also include an "APPOINTMENTS BY FOCUS" area that shows statistics on appointment form focus selections.


Client Report Statistics

This section shows graphs for answers to countable questions on your client report form.  Each answer is shown as a percentage of total client report forms with that answer selected.  If you use off-schedule client report forms, then the section will also include a second line that shows the number of off-schedule client report forms with that answer selected.

Off-Schedule versus On-Schedule Client Report FormsThe example above shows what your report might look like when providing statistics for a "what did you work on together?" question on your client report form form (that is answered via a selection from a multiple checkbox question). The leading line states that "Statistics based on 1 client report form (W/APPTS.) and 1 off-schedule client report form (OFF-SCH) within the specified parameters of this report."  Turning to the graph, this means that the "Getting started" and the "Next steps" checkbox was selected once on the client report form that was entered as attached to an appointment (by selecting "Add a New Client Report Form" on the appointment.  But, the "Other" checkbox was selected once only on the off-schedule client report form (that was entered by selecting on the "off-schedule client report form" icon at the top of the schedule display).


Survey Statistics

This section shows graphs for answers to countable questions on your survey form.  Each answer is shown as a percentage of total surveys with that answer selected.  If you have RECORD THE STAFF OR RESOURCE? set to "Yes: Required." in Module Setup: Surveys, then this section will also include a "SURVEYS BY STAFF OR RESOURCE" area that shows statistics on survey form staff or resource selection.  

Since surveys are anonymous and not attached to a client or schedule, the client and schedule configuration options do not apply to this section.  The staff or resource configuration option also does not apply unless the selection of staff or resource is required (as mentioned in the previous paragraph).


Report: System Statistics

SECTION 1: Configuration Options

SECTION 2: Summary, Global, and Time & Date Statistics

SECTION 3: Registration, Appointment, Client Report, and Survey Statistics

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.