Custom reporting is in beta. We're still adding measures and polishing the design. Tell your Florence account manager what works, what doesn't and what's missing.
Overview
Custom reporting lets you build dashboards from your own Florence data: shifts posted and filled, fill rate, hours, costs, applications and agency performance. You can copy a ready-made template or build each chart yourself. A dashboard only ever shows the locations you manage.
A dashboard is a page of charts. Each chart or number on it is a widget.
What's in the beta
Right now you can report on:
shifts posted and filled, fill rate and application rate
hours filled, timesheeted and approved
approved agency spend and average hourly cost
agency performance: response speed, attendance, punctuality, cancellations and ratings
We're working on these next:
absence and punctuality
training and compliance
starters, leavers and retention
Cost figures come from approved timesheets, so they cover agency staff. They don't include what you pay your own permanent and bank staff.
If the report you need isn't here yet, tell your account manager. Knowing what you need most helps us decide what to build next.
Before you start
Custom reporting is switched on company by company. If you can't see Reporting → Custom reporting, ask your Florence account manager.
To make, copy or duplicate dashboards, you need the Access Reporting permission. Your Florence admin can turn it on in Manage users.
People without that permission can still view and download a dashboard you share with them. They can't change it or make their own copy.
Watch how it works
This 3-minute video walks through every step in this guide.
Open custom reporting
Go to Reporting → Custom reporting.
The first time, a welcome message explains your options. Click Get started to close it. (It mentions asking Laurence to build a chart. That isn't switched on yet.)
You'll see two tabs: My dashboards (yours, plus any shared with you) and Templates (ready-made dashboards you can copy).
Copy a template
Click the Templates tab.
Click a template to see it with your data:
Agency manager report: hours, shifts posted and filled, and fill rate, by location and by week, plus average hourly cost by role group.
Shift fulfilment & staffing ratios: fill rate, shifts posted and filled, and fill rate by location and by week.
Spend, hours & agency usage: fill rate, and shifts filled by tier and by agency.
Click Save dashboard.
A copy is added to My dashboards with "(copy)" at the end of its name. It's yours to change, and only you can see it until you share it. The template itself never changes.
Make a new dashboard
On My dashboards, click New dashboard.
Type a name and click Create.
Your empty dashboard opens. Click Add a widget to start filling it.
New dashboards are private to you until you share them.
Add a widget
On your dashboard, click Add a widget.
To use a ready-made chart, pick one under Start from a report, such as Fill rate by location, and skip to step 6.
To build your own, click Build your own. Under Show, click Add measure and choose what to count, such as Shifts filled or Approved cost. Click and something else to add another. Type in the search box to find a measure quickly.
Under per, choose how to split it: leave in total for one figure, pick Daily, Weekly or Monthly for a trend, or split by Location, Unit, Role, Role group, Booked agency or Booked tier. Click then by… to split it a second way.
Under across, choose which locations or units to include.
Choose how it looks: Bar, Line, Table or Single value.
Check the Title and change it if you like.
Check the preview, then click Add to dashboard.
Good to know:
The dates come from the dashboard, so you don't set them on the widget.
Single value shows one measure as one number.
Bar and line charts can be split one or two ways. For more, use a table.
The split options depend on the measures you pick. Agency measures can be split by Applicant agency or Applicant tier.
See What you can measure at the end of this article for the full list.
Change the dates and locations
The filters at the top of a dashboard apply to every widget on it. They change your view only, not the dashboard for anyone else.
Click the date range at the top of the dashboard. It's Last 8 weeks to start with.
Pick Last 4 weeks, Last 8 weeks, Last 12 weeks, Last 12 months or All time. For anything else, choose Custom, enter a number, pick days, weeks or months, and click Apply.
To narrow it down, click All locations or All units and choose the homes or units you want.
Single-value widgets also show the figure for the period before, so you can see whether things are getting better or worse.
Edit, download or remove a widget
Each widget has a pencil and a ⋯ menu in its top corner.
To change what a widget shows, click its pencil, make your changes, and save.
For everything else, click ⋯ and choose:
Download CSV: the widget's data as a spreadsheet.
Export as image: a picture of the chart, for a slide or an email.
Save to dashboard: copy the widget to a new dashboard.
Duplicate: add a copy to this dashboard.
Remove: take it off this dashboard. You can't undo this.
Rename, restyle and rearrange a dashboard
To change the name or description:
Click the pencil next to the dashboard's name.
Change the name, and add a short description if you like.
Click Save changes.
To change the colour or icon:
On My dashboards, click the icon in the middle of the dashboard's card.
Pick a colour and an icon, then click Save.
To move or resize widgets:
On the dashboard, click Arrange widgets at the top.
To move a widget, drag it by its handle. To resize it, drag its bottom-right corner.
Click the tick (Done arranging) when you've finished.
Moving and resizing widgets saves as you go.
Share a dashboard
Open the dashboard and click Share.
Choose Specific roles or people.
Pick a role, such as Regional manager, to share with everyone in it, or search for people by name.
Click Share with … people.
Good to know:
Everyone you share with gets an email to say you've shared it.
They can view and download the dashboard. Only you can change it.
Each person only sees data for the locations they have access to, so a location manager sees their own home's numbers. If their role changes, what they see changes with it.
You share a whole dashboard, not single widgets.
To stop sharing, click Share and choose Only me.
If someone shares a dashboard with you and you want your own version, find its card on My dashboards, click ⋯ and choose Duplicate. You need the Access Reporting permission to do this.
Download a whole dashboard
Set the dates and filters you want.
Click the download button next to Share.
You'll get a zip file with one spreadsheet per widget. Anyone who can open a dashboard can download it.
Pin, hide or archive a dashboard
Each card on My dashboards has a pin and a ⋯ menu.
To keep a dashboard at the top of your list, click its pin.
To rename or copy it, click ⋯ and choose Rename or Duplicate.
To take a dashboard off your list, click ⋯ and choose Hide from my dashboards. It's only hidden for you. Everyone else still sees it.
To close one of your own dashboards for everyone, click ⋯ and choose Archive. Nobody can open it while it's archived, you included. Nothing is deleted, and its sharing settings are kept for when you bring it back.
To bring one back:
Click Show at the top right and choose Archived or Hidden.
On the card, click ⋯ and choose Unarchive or Unhide.
How the numbers work
The data updates every hour, not live. A shift you filled a few minutes ago may not show yet.
Dates are shift dates. If you choose June, you see shifts dated in June, even if someone applied in May or you approved the timesheet in July.
Percentages are worked out from the totals, not by averaging the rows you can see.
These numbers can differ from other Florence reports, because each report counts things in its own way. The table below says exactly what each measure counts.
What you can measure
In the measure list, measures are grouped into Shifts, Applications and Rates and ratios. Here they're sorted into shift measures and agency measures.
Shift measures
Measure | What it counts |
Shifts posted | Shifts you published (not drafts), including ones later cancelled |
Shifts filled | Published shifts that are filled now |
Available shifts posted / filled | The same, leaving out shifts cancelled for reasons such as posted in error, rota changes or staff illness. Fill rate uses these. |
Available shifts with applicant | Available shifts that got at least one application or have someone booked. An invite nobody accepted doesn't count. |
Fill rate | Available shifts filled ÷ available shifts posted |
Application rate | Available shifts with an applicant ÷ available shifts posted |
Hours filled | Hours on filled shifts (timesheet hours where there is one, otherwise the rota hours) |
Timesheeted hours | Hours on timesheets, approved or not |
Approved timesheet hours | Hours on timesheets you've approved |
Approved cost | Cost of approved timesheets, including VAT. It doesn't include what you pay your own permanent and bank staff. |
Average hourly cost | Approved cost ÷ approved hours. Filter to agency staff for a true agency rate. |
Applications | Applications and invites, including pending and cancelled ones |
Applications per posted shift | Applications ÷ shifts posted. This can be more than 1. |
Agency measures
"Agency" here means your tier one, two and three agencies, including Florence workers booked through those tiers.
Measure | What it counts |
Active agencies | Agencies that applied to at least one of your shifts |
Agency shifts applied to | Shifts an agency applied to |
Agency response speed (hours) | Average hours from a shift opening to an agency's first application |
Agency filled shifts | Agency bookings on shifts that are filled now, including future shifts |
Agency booked shifts | Shifts that have ended and had an agency booking at some point, even if it was later cancelled |
Agency shifts attended | Agency shifts that have ended and have a timesheet from the booked worker |
Agency shifts cancelled and refilled / not refilled | Agency bookings the worker or agency cancelled, and whether the shift is filled again now |
Agency filled shifts added after they started | Agency shifts added after their start time, usually arranged outside Florence |
Agency timesheets / approved timesheets | Timesheets from agency workers, and the ones you've approved |
Agency timesheets started on time | Agency timesheets that started no later than the shift |
Agency average rating | Your average rating of agency workers, from 1 to 5 |
Agency attendance, punctuality, backdated and cancellation rates | Each of the above as a percentage. Cancellation rates are out of all agency booked shifts, not just cancelled ones. |
Agency off-platform usage | Share of agency shifts added after they started. It's a sign of bookings made outside Florence, not proof. |
Common questions
The report I need isn't here. What should I do?
Tell your account manager what you need and what you'd use it for. Absence, training and compliance, and starters and leavers are next on our list, and your requests help us decide the order.
Can people I share a dashboard with change it?
No. They can view it, change the dates and locations for themselves, and download it. Only you can change it.
Why don't my numbers match another report?
Custom reporting uses shift dates and updates every hour, and each measure counts things in a set way. Check What you can measure above to see what's included.
Can I ask Laurence to build a chart?
Not yet. The welcome message mentions it, but it isn't switched on.
What happens to a dashboard shared with me if the owner archives it?
It disappears from your list until the owner brings it back.
How do I give feedback during the beta?
Tell your Florence account manager. We read everything.