Activities report
Report → Activities report answers how well your activity programme is running: how much of it actually happened, how full the sessions were, how many guests failed to show up, and how many hours each instructor was scheduled for.
Pick a property and a date range — "Participation and utilisation over a date range."
The Activities report
The headline figures
| Figure | What it counts |
|---|---|
| Scheduled | Every session in the range that was not cancelled — including sessions still to come. This is a calendar-load number. |
| Held | Sessions that actually completed. |
| Fill rate | Seats taken against seats available. |
| No-show rate | Guests who did not turn up, against those expected — shown as 4 of 32 expected. |
Cancelled sessions are counted separately and contribute nothing else: no seats, no staff hours, no no-show figures. A session that never happened does not distort what did.
Note: Scheduled and Held answer different questions and are easy to confuse. Scheduled tells you how busy the calendar is; Held tells you how much ran. The no-show rate is always measured against completed sessions only — otherwise a diary full of next month's bookings, where every guest is necessarily still "pending", would halve the reported rate without a single guest's outcome changing.
By activity type
The main table breaks the same figures down per activity type, with a totals row. This is where you see that the sunset cruise runs at 90% and the kids club at 30%.
Staff hours
Staff hours lists each instructor and the hours they were scheduled across the range.
Note: Every instructor assigned to a session is credited its full duration — hours are never split between co-instructors. Two guides on a two-hour trip is four staff hours. As the report itself says, this is a "who-worked-when report, not a payroll allocation."
Hours are counted for scheduled sessions, not only completed ones, so the figure is useful for planning as well as for review.
Sessions left out of the fill rate
Two kinds of session cannot contribute a fill rate, and neither is quietly folded into the average:
- No seat limit. A session with unlimited capacity has no denominator. "3 sessions have no seat limit and are left out of the fill rate."
- No capacity configured. "1 session has no capacity configured. They are left out of the fill rate. Set a capacity on the session or a default on its activity type."
Both are counted and reported separately. Seats used are still counted for those sessions — only the rate is withheld. If your fill rate looks suspiciously good or covers fewer sessions than you expected, this is the first thing to check.
No revenue
The report deliberately carries no money figures. Activity sales are ordinary product lines and can be reported on with the rest of your revenue — see the Finance report and Export. Multi-currency activity revenue is a harder question than it looks, and a rushed money figure would be worse than none.
Range limit
The range is capped at 400 days — a full year with slack for a request that straddles a year boundary. A wider range is refused: "Pick a range of 400 days or less — this report grows with the span." The report emits a row per session, so an unbounded range would try to load an entire property's history.
If nothing falls in the range at all, the report says "Nothing in this range" rather than showing zeros.
Who can access this: requires the Activities (read) permission and the Activities module. The report covers one property at a time, and only properties your account reaches.
Related chapters
- Activities — the sessions, rosters and course runs this report measures.
- Finance report — where activity revenue is reported.