Admin Reports

Zoho Calendar has a separate Admin Reports section which comprises statistics on various aspects of your organization's Calendaring experience. As an administrator, these reports will help you gain insights into all aspects of your organization such as Resource details, Booking details, Popular resources, and Calendar activity to mention a few.

Accessing Admin Reports

1. Log in to the Zoho Calendar Admin console.
2. In the left pane, click on the Reports section, and the Admin Reports section opens in a new tab.

Available Reports

The various reports available in the Zoho Calendar Admin console are:

• Resource details
• Booking details
• User booking rate
• Popular resources
• Calendar activity 

Resource Details

The Resource details report provides an overview of your organization's resources and their booking history. You can do multiple actions with the help of a resource details report such as filtering the report based on the resource name or location, selecting a specific date range and viewing the resource usage during that period, etc. To access the resource details report, follow these instructions:

1. Log in to Zoho Calendar Admin Console and select Reports on the left pane. The Admin Reports page opens in a new tab.
2. Navigate to the Resource details section. The Resource details report displays the following data:  
   • Name/Location - Displays the resource name and the resource location.
   • Resource type - Resource type specifies whether the resource is a meeting room or an additional accessory required for a meeting.
   • Capacity - The capacity column is mainly applicable to meeting rooms. This helps admins to get an overview of the room's capacity.
   • Category - Category denotes the room type such as a training room/meeting room/conference room. This is dependent on the configuration done by administrators while adding an organization resource in the admin settings
     
3. To narrow down the report, select Filter and choose the location.

4. The search bar will refine the report based on the resource name/location.  

   Note: The value entered in the search bar can be the resource name, the country/city, the building name, or the floor on which the resource is located.

5. Select the desired resource to view the Booking history.
6. If required, select the preferred date range to narrow down the booking history. resource details.
7. The Booking history view provides the information that follows:
   • Booking title - The title is a mandatory field given by the organizer for each booking. It provides a brief description of the meeting, such as "Onboarding new employees", "Marketing team internal audit", etc.
   • Booked by - Displays the email address of the user who booked the resource.
   • Duration - Specifies the duration for which the resource was booked.
   • Start time - Indicates the booking start date and time.
   • End time - Indicates the booking end date and time.
   • Recurring - This field mentions whether a resource is booked for a recurring meeting or for a one-time occasion.
     

To view the participants/attendees of a meeting navigate to the booking details section and select the appropriate resource.

Booking details

The Booking details report comes in handy when an admin wants to view either the booking history or the future bookings of a resource. The report also provides details about the recurring dates and participants/attendees of the meeting.

Follow these steps to view the booking details report:

1. Log in to Zoho Calendar Admin Console and select Reports on the left pane. The Admin Reports page opens in a new tab.
2. Navigate to Collaborative apps and select Booking details. The booking details report displays the following data:
   • Title - A brief description for which the resource is booked by the organizer.
   • Room name - Mentions the room name.
   • Location - Displays the resource location such as city, building name, floor etc.
   • Booked by - Displays the email address of the user who booked the resource.
   • Duration - Specifies the duration for which the resource was booked.
   • Start time - Indicates the booking start date and time.
   • End time - Indicates the booking end date and time.
   • Recurring - This field mentions whether a resource is booked for a recurring meeting or for a one-time occasion.
     
3. Select the desired date range for which you wish to view the booking details. The range can either be in the past or for an upcoming week.
4. To narrow down the report, select Filter and drill down to the desired location. Booking details appear based on the selections made.

User Booking rate

The User booking rate reports come in handy when the admin wants to understand the number of bookings made by each user. This report lists all the users who have made a booking along with the total number of bookings done by them. To access the User booking rate, follow the steps given below.

1. Log in to Zoho Calendar admin console.
2. Navigate to the User booking rate section. The User booking rate report displays the following data:
   • Name/ Email- Displays the name and email address of the user who have booked the resources.
   • Number of bookings- Displays the total number of bookings made by the particular user.
     
3. Select the desired date range for which you wish to view the booking details. The range can either be in the past or for an upcoming week.
4. You can also narrow down the report for a particular location, select Filter and drill down to the desired location. User booking details appear based on the selections made.

Popular Resources

The Popular Resources report provides stats on the top fifty frequently used resources. The report can be filtered based on predefined or custom date ranges. Alternatively, you can use the search bar to filter the report based on resource name or location.

The popular resources report is available in two formats:

1. Graphical chart - Provides a consolidated view of the top fifty resource bookings. You can export, expand or add the chart to your dashboard based on your preference. Click the legend to show/hide a particular resource.
   
2. Report table - Displays the resource usage details given below:
   • Room name - Name of the meeting room.
   • Location - Location of the resource which includes country/city, building name, floor number, etc.
   • Meeting count - Number of occasions that the resource was booked during the selected date range.
   • Used hours - Denotes the total hours that a particular room was used.
   • Free hours - Number of hours that the resource is free/available for booking.
   • Working hours - Displays the total hours available in the selected duration.
   • Free % - The free percentage is a measure of the total availability of a resource vs the number of free hours.
   • Utilization % - The utilization percentage is a value of the total availability of a resource vs the number of hours it was booked.

Calendar Activity

The Calendar activity report helps you to track all the actions performed in the calendar by admins. The report displays the admin's email address along with the event description, date and time of the event, and IP address of the client from which the event was performed. To access Calendar activity, follow these steps:

1. Log in to Zoho Calendar Admin Console and select Reports on the left pane. The Admin Reports page opens in a new tab.
2. Navigate to Calendar activity from the left pane.
   
3. The Calendar activity​ page displays the below information:
   • Event category- Mentions the Category in which the change was performed.
   • Event Description- The details of the event and the changes made are displayed.
   • Performed by- Mentions of which admin made the respective changes in the events.
   • Event time- Mentions when—the date and time, the event was performed.
   • Client IP address- The IP address of the mail client from which the actions have been performed will be displayed.