Analytics Overview
The Analytics module in HCSS Events Platform provides comprehensive reporting across all aspects of event operations. Six core report types cover staffing fill rates, survey engagement, travel logistics, LOU status, caregiver rosters, and system audit trails. Every report supports custom filters, flexible date ranges, and export to CSV, PDF, or Excel.
Accessing Analytics​
Navigate to Analytics in the main sidebar. The analytics landing page displays a report catalog with quick-access cards for each report type.
Access to the Analytics module requires the Analytics.View permission. If you do not see the Analytics option in the sidebar, contact your administrator to request this permission.
The Six Core Reports​
1. Fill Rate Report​
The Fill Rate report measures staffing coverage across events, facilities, units, and specialties. It answers the question: "How close are we to meeting staffing requirements?"
| Metric | Description |
|---|---|
| Total Positions Required | The sum of all staffing requirements across selected events and facilities. |
| Positions Filled | The number of positions with a confirmed caregiver assigned. |
| Fill Rate (%) | Positions Filled divided by Total Positions Required, expressed as a percentage. |
| Positions Pending | Positions where a caregiver has been assigned but not yet confirmed. |
| Positions Open | Positions with no caregiver assigned. |
Drill-Down Levels​
The Fill Rate report supports hierarchical drill-down:
Organization-Wide --> Event --> Facility --> Unit --> Specialty --> Shift Type
Click any row to expand it to the next level of detail. This allows you to identify exactly where staffing gaps exist.
Key Filters​
| Filter | Description |
|---|---|
| Event | Select one or more events to include. |
| Facility | Filter to specific facilities within the selected events. |
| Specialty | Show fill rates for a specific clinical specialty only. |
| Shift Type | Filter by Day, Night, or Rotating shifts. |
| Date Range | Show fill rates as of a specific date or over a date range (for trend analysis). |
| Status | Include only events in a specific status (Planning, Active, Completed). |
2. Survey Response Report​
The Survey Response report tracks survey campaign performance, including send volumes, response rates, and completion trends.
| Metric | Description |
|---|---|
| Campaigns Sent | The number of survey campaigns distributed during the period. |
| Total Surveys Sent | The aggregate number of individual surveys delivered. |
| Surveys Completed | The number of surveys submitted by recipients. |
| Response Rate (%) | Surveys Completed divided by Total Surveys Sent. |
| Average Completion Time | The mean time between a survey being opened and submitted. |
| Surveys Pending | Surveys that have been opened but not yet submitted. |
| Surveys Unopened | Surveys that have not been opened by the recipient. |
Breakdown by Survey Type​
| Survey Type | Sent | Completed | Response Rate |
|---|---|---|---|
| Availability | -- | -- | -- |
| Confirmation | -- | -- | -- |
| Travel | -- | -- | -- |
| Exit | -- | -- | -- |
Response rates below 70% often indicate delivery issues (incorrect email addresses) or timing problems (surveys sent too far in advance or too late). Use the Surveys Unopened metric to distinguish between delivery failures and recipient disengagement.
3. Travel Status Report​
The Travel Status report provides visibility into travel booking progress and logistics for deployed caregivers.
| Metric | Description |
|---|---|
| Total Travel Requests | Number of travel booking requests submitted. |
| Booked | Travel requests with confirmed bookings. |
| Pending | Travel requests awaiting booking. |
| In Transit | Caregivers currently traveling to or from event locations. |
| Arrived | Caregivers who have arrived at the event destination. |
| Cancelled | Travel bookings that were cancelled. |
| Average Booking Lead Time | Mean number of days between travel request and the departure date. |
Travel Breakdown by Event​
The report groups travel data by event, allowing you to compare travel logistics complexity across simultaneous events.
4. LOU Status Report​
The Letter of Understanding (LOU) Status report tracks the distribution, signing, and return of formal agreement documents.
| Metric | Description |
|---|---|
| LOUs Generated | Total number of LOUs created during the period. |
| LOUs Sent | Number of LOUs delivered to caregivers. |
| LOUs Signed | Number of LOUs with completed signatures. |
| Signature Rate (%) | LOUs Signed divided by LOUs Sent. |
| LOUs Pending | Sent LOUs that have not yet been signed. |
| Average Turnaround | Mean time from LOU delivery to signature completion. |
| LOUs Expired | LOUs that passed their signing deadline without completion. |
If the LOUs Pending count is high relative to LOUs Sent, consider sending targeted reminders. Most LOUs are signed within 48 hours of the first reminder.
5. Caregiver Roster Report​
The Caregiver Roster report provides a comprehensive listing of caregivers associated with selected events, including their status, assignments, and compliance information.
| Column | Description |
|---|---|
| Caregiver Name | Full name of the caregiver. |
| Primary contact email. | |
| Phone | Primary contact phone number. |
| Specialty | Clinical specialty or specialties. |
| Event | The event the caregiver is associated with. |
| Assignment Status | Current status: Imported, Surveyed, Confirmed, Deployed, etc. |
| LOU Status | Whether the LOU has been sent, signed, or is pending. |
| Travel Status | Current travel booking status. |
| Compliance Status | Whether all required credentials and documents are current. |
Roster Filters​
| Filter | Description |
|---|---|
| Event | Select one or more events. |
| Assignment Status | Filter by caregiver status within the event. |
| Specialty | Filter by clinical specialty. |
| Compliance Status | Show only compliant or non-compliant caregivers. |
| LOU Status | Filter by LOU signing status. |
6. Audit Log Report​
The Audit Log report provides a complete, searchable record of all actions taken in the system. It is the authoritative source for compliance and accountability tracking.
| Column | Description |
|---|---|
| Timestamp | Date and time of the action (UTC). |
| User | The user who performed the action. |
| Action | The type of action (Create, Update, Delete, Send, Export, Login, etc.). |
| Module | The system module where the action occurred (Events, Surveys, Travel, etc.). |
| Target | The specific record affected (event name, caregiver name, campaign name, etc.). |
| Details | A description of what changed, including old and new values for updates. |
| IP Address | The IP address from which the action was performed. |
Audit Log Filters​
| Filter | Description |
|---|---|
| Date Range | Show actions within a specific time period. |
| User | Filter to actions by a specific user. |
| Action Type | Filter by action category (Create, Update, Delete, etc.). |
| Module | Filter to a specific system module. |
The Audit Log report is restricted to users with the Admin role. It contains sensitive information about user actions and system access. All other reports are available to any user with the Analytics.View permission.
Custom Filters and Date Ranges​
All reports share a consistent filtering interface:
Setting Filters​
- Open any report from the Analytics landing page.
- The filter panel appears at the top of the report.
- Select your desired filter values. Multiple selections are supported for most filters.
- Choose a date range using either:
- Presets: Today, Last 7 Days, Last 30 Days, This Month, Last Month, This Quarter, Last Quarter, Year to Date, Last Year.
- Custom: Select specific start and end dates from the date pickers.
- Click Apply Filters to refresh the report.
Saving Filter Configurations​
You can save frequently used filter combinations for quick access:
- Configure your desired filters.
- Click Save As next to the filter panel.
- Enter a name for this saved configuration (e.g., "Active ICU Events - This Quarter").
- Click Save.
- Your saved configurations appear in the Saved Filters dropdown for future use.
Create saved filter configurations for the reports you check most frequently. This eliminates repetitive filter setup and ensures you are always looking at consistent data slices.
Export Options​
Every report can be exported in three formats:
| Format | File Extension | Best For |
|---|---|---|
| CSV | .csv | Importing into spreadsheets or other data tools. Raw data with no formatting. |
.pdf | Printing, email attachments, sharing with stakeholders who do not need to manipulate the data. | |
| Excel | .xlsx | Formatted spreadsheet analysis. Includes styled headers, auto-filters, and embedded charts. |
How to Export​
- Configure the report with your desired filters and date range.
- Click the Export button in the upper-right corner of the report.
- Select the format: CSV, PDF, or Excel.
- The file generates and downloads to your browser's default download location.
- For large reports, a notification will appear when the export is ready for download.
Exporting reports requires the Analytics.Export permission in addition to Analytics.View. If the Export button is not visible, contact your administrator to request export access.
Role-Based Access​
| Report | Admin | Leadership | Scheduler |
|---|---|---|---|
| Fill Rate | Full access | View only | View only (assigned events) |
| Survey Response | Full access | View only | View only (assigned events) |
| Travel Status | Full access | View only | View only (assigned events) |
| LOU Status | Full access | View only | View only (assigned events) |
| Caregiver Roster | Full access | View only | View only (assigned events) |
| Audit Log | Full access | No access | No access |
Next Steps​
- Leadership Dashboard -- Executive-level KPIs and widget-based overview for Leadership users.
- Report Exports -- Detailed guide to export formats, filter configuration, and scheduled reports.