Calendar reports
Read meeting load, room utilisation, appointment outcomes and upcoming appointments.
Before you begin
Reports need calendar.report. Without it the menu is hidden. They are read-only and use the month you choose, in your time zone.
Steps
- Open Calendar > Reporting.
- Choose a report: Meeting load by person, Room and equipment utilisation, Appointments by type and outcome or Upcoming appointments.
- Pick the Month. The default is this month. Upcoming appointments has no month: it always covers the next 14 days.
- Read the totals at the top and the table. Use the list to sort, filter or export.
What each report shows
| Report | Columns | Counted |
|---|---|---|
| Meeting load by person | Person, Meetings, Hours, With outside people | Meetings, calls and appointments each person organises or attends and has not declined. All-day events and the kinds Task, Reminder and Other are not counted. |
| Room and equipment utilisation | Resource, Kind, Bookings, Hours, Open hours, Utilisation % | Hours booked against open hours (Monday to Friday, working-day hours). |
| Appointments by type and outcome | Type, Booked, Confirmed, Requested, Cancelled, Done, No-show, No-show % | Appointments of the month per type. |
| Upcoming appointments | Number, When, Type, Customer, Phone, With, State | Requested and confirmed appointments in the next 14 days. |
Worked examples
Meeting load. In October, A organises a 1 hour meeting with B and a 1 hour 30 call with B and an outside guest. B declines the call. A: 2 meetings, 2.5 hours, 1 with outside people. B: 1 meeting, 1 hour.
Utilisation. Working day 09:00 to 18:00, October 2026 has 22 weekdays, so open hours are 22 x 9 = 198. A room booked 19.8 hours gives 19.8 / 198 = 10.0%.
No-show rate. Type CONSULT in October: 3 done, 1 no-show, 2 confirmed, 1 cancelled. Booked 7. No-show % = 1 / (3 + 1) = 25.0%.
What happens next
Reports change nothing. Use them to balance workloads, find unused rooms and spot appointment types with many no-shows.
Good to know
- Public holidays are not removed from open hours, so utilisation is slightly low in months with holidays. Rooms not used on weekends are not penalised.
- Private events are counted in meeting load even though others see them only as "Busy".
- The Month picker applies to the first three reports only.
- 'Calendar reports needs the calendar.report permission.'