The portatour® Server analyzes your customers, your customer call settings and your reported customer calls. Please note that only those customer calls for which you have entered a call report can be considered (see Log customer calls and other activities).
If you want to create the report without evaluations of times or do not want the schedule to be shown, change the relevant settings in the portatour® options (see Reporting).
Specifically, the portatour® Report provides the following content:
The report includes the up-to-date schedule of the time of the creation of the report. Each day is displayed on a separate tab. Clicking on the link of the item's number opens a map view of the customer. If you want to Print all schedule days of the schedule, select the checkbox below. In this case, the individual days will be listed underneath each other when printed. Use the print function of your browser to print the schedule.
Customer call reports
The report includes call reports and activities you manually entered in portatour® during the past seven days. The subsequent summaries and key performance indicators are based on this data.
To activate a filter on specific report types, click on the black funnel icon. An additional line appears with the report types according to which filtering is possible. In parentheses you will find the number of affected reports per report type. Remove the checkmark from a report type if you do not want the customer calls of this type to be included in the statistics below. The filtering affects all values of the statistics shown in blue.
Each day is displayed on a separate tab. The Comment field shows the notes made in the Note field.
For days where no report exists, appointments are displayed if there are any. This is especially useful for days off (vacation, public holiday, etc.).
If you want to Print all days, click the checkbox below. In this case, the individual days will be listed underneath each other.
The working days of the current and last week are listed in rows. Begin and end times correspond to the first and last reported customer calls – not the departure from or arrival at your home location. The route results from the addresses of customers visited on that day.
My key figures of last 90 days
The calls of the last 90 days are broken down by weekdays and analyzed accordingly. The footer corresponds to the sum or average of all weekdays. The actual number of workdays is calculated – i.e. days on which at least one call took place, the total number of completed calls, the average number of calls per workday, the average time of the first and last customer call, the average visit time per working day, the average duration of a customer call.
The customers saved in portatour® are classified and counted according to their call urgency. portatour® differentiates between customers who have been called at least once (where the date of the last call is known) and new customers, where this field is still empty.
The due date of customers is calculated by comparing the desired call interval in days and the actual days elapsed since the last call. For new customers, the activation date is taken instead.
There are three classes:
- Not due: The days elapsed since the last call, as a percentage of the call interval, is lower than the urgencypercentage defined in the scheduling parameters (70% by default, see Scheduling parameters of customers).
- Due now: The number of days elapsed since the last call is already higher than the percentage entered in your scheduling parameters (70% by default). If the time elapsed since the last call equals exactly the call interval provided, then urgency is precisely 100%.
- Overdue: The time elapsed since the last call is significantly higher than the call interval (urgency is ~130% or more).
Click on the black funnel icon and uncheck Without call interval to not include customers without call interval in the table. Customers without a call interval are always 'not due'. The values in the table may be more meaningful because customers without a call interval are not counted.
To assist you when scheduling calls manually, portatour® gathers overdue customers in a separate list, where the desired call interval (days target) as well as the number of days elapsed since last call (days current) are displayed. In case portatour® identifies a reason why the customer cannot be scheduled automatically, the relevant information will be provided in the information column to the right.
Structure of customers
Classification by call interval
The customers saved in portatour® are grouped and counted according to their call intervals. The number of calls per year is based on the call interval. It is summed up for all customers under 'Sum'. This sum corresponds to the number of calls you have to complete within a year in order to meet the call intervals set for each customer. Below the table, you will find the required calls per day as an orientation – depending on how many working days you have each year for calls.
Compare the target numbers with your empirical values or the actually performed customer calls per day of the past 90 days (see My key figures of last 90 days). By doing so, you can easily identify whether your goals are achievable and make necessary adjustments in a timely manner.
Classification by call duration
The customers saved in portatour® are grouped and counted according to the planned call duration. Below, you can see the average call duration and the total duration you will spend at customers in one year.
You can read from the table how many customers are actually opened during a specific time of the respective weekday. The time is split by hours per columns – e.g. the column 9h shows the time between 09:00 to 09:59 am.
Classification by business hours per week
The customers saved in portatour® are classified and counted according to weekly opening times. Generally you can say: The shorter the customer's opening times per week are, the more difficult it is to optimize route planning, because customers with short opening times leave little scope for scheduling and are very decisive for the course of the route.
For the area analysis, distances and travel times are measured in your sales territory. The value Ø from home location to customer tells you how much time you need on average to get to your first customer in the mornings or to return home in the evenings. The specification Ø between 4 neighboring customers can be regarded as minimum travel time between each of your customer calls. The Maximum distance in territory corresponds to the distance and travel time between the two most distant customers in your area.