Reports and extras
The numbers for managers, and the free extras your clinic can switch on in Settings → Features.
Overview
Overview in the menu is in every Avlu, for team leaders and admins: open files per team, bookings this month, files too long in their stage, overdue tasks, hand-overs, nurture files that woke up and data quality. It stays on even when the Reports extra is off.
Reports
Reports: numbers with rates for your teams, in clinic time. Every report can be downloaded as CSV. Team leaders see their teams; admins see the company.
| Report | What it shows |
|---|---|
| Funnel | The new leads of the period and how far each got: contacted, photos, plan, offer, booked, arrived, with the rate of every step. |
| Bookings and money | Files booked in the period with their USD value, by month, country, team, closer and source; arrivals and money received. |
| Loss reasons | Files lost in the period by reason and by the stage they were lost from. |
| Speed | How fast new leads are given out and first contacted, the time spent in each stage, plan and booking times. |
| Call attempts | How many tries it takes to reach a patient, and the answer rate by try, by the patient's hour and by country (Avlu Calls). |
| Files without activity | Open files per stage with no real activity for longer than the stage's deadline. |
| Stage rules | Moves that would have failed a stage rule, per week, stage and person. Turn a rule on once its rate is under 10%. |
| Activity per person | Calls, talks, messages, follow-ups, stage moves and notes per person, or per person and day. |
| Trips | Arrivals per month with nights, hotel, transfer and ticket counts and costs. |
| Structure numbers | For admins: plan packages, arrivals and USD booked per person and month. Numbers only, never pay. |
Leaderboard
Leaderboard: who leads the week in bookings, offers, speed and calls. The boards are Bookings and Offers, Speed to first contact and Contacted within … min (Avlu Lead Distribution), and Answered calls and Talk minutes (Avlu Calls), with the Top performer of the week. Your week shows your own numbers and your place on each board, and how many leads you received.
Everyone sees the top 5 of each board and their own place. Team leaders and admins also see the full table. The week runs from Monday 00:00 to the next Monday, in the clinic's time.
Rewards
Rewards (everyone): reach a goal and win the prize. The app counts your progress by itself every hour from the stage changes of the patient files, so keep the stages up to date. An admin approves every winner, and a reward you win stays as a badge next to your name.
Making an offer (admin)
- Rewards → Manage rewards → New offer.
- Give it a Title (what the staff see first) and choose the Goal type: Top performer weeks in a row, Sales in US dollars, Bookings or Packages (Diagnostic Done), and the number to reach.
- Under Who can win: one person or a team, and optionally a Role, Job or Language.
- Set the First day, whether it Repeats, and its End.
- Write the Prize (no account numbers), its value in US dollars (optional) and the Most winners (optional). The box at the bottom shows the rule as the staff will read it.
- Press Save as draft: nobody but admins sees it yet. Press Start when it is ready.
When someone reaches the goal, the offer shows under Waiting for approval: Approve or Reject. Once the prize was given, press Mark paid. The app pays nothing; this is only the record.
Decisions
Decisions are the clinic's written rules for staff, for example how to answer price questions. When there is a new one for you, a banner says “You have … new decisions to read”: press Read now, read it and press I have read and agree.
Publishing a decision (admin)
- Decisions → Manage decisions → New decision.
- Write the Title and the Decision text (any language), and choose Applies from and Who receives it: by role, job, team or language.
- Press Save draft, read it again, then press Publish.
On a published decision, Who has read it lists every person, with Remind for those who have not. Replace with a new version or Cancel decision when a rule changes; nothing is deleted. Team leaders see who in their teams has read each decision (the My team tab).
Operations
Operations: arrivals, bookings, payments and after-care of booked patients, in clinic time. For admins and the staff the admin gives the operations permission.
- Arrivals: visits arriving in the chosen weeks, by day.
- At the clinic now: patients who arrived and have not left yet.
- Departures: visits leaving in the chosen week, by day.
- To book: hotels, tickets the clinic books and transfers still to book, by arrival day.
- Payments due: visits arriving within 14 days, or already here, with money still to pay.
- Deposits: flight-ticket deposit links of the last 60 days.
- After-care: open after-care problems, oldest first.
- Operations tasks: hotel, ticket, transfer, payment and changed-date work, oldest due first.
Visits are added on the patient file's Trip card (Add visit).