The Activity Reports page under Reports provides administrators with a comprehensive, filterable overview of all reservation activity, equipment loans, service requests, and associated billing metrics across the site.

Filters

Customize your report view to analyze specific subsets of site activity using granular search parameters.

• Date Range (Start / End): Specify the start and end dates to evaluate activity within a defined timeframe.
• User: Isolate report results to show bookings and requests associated with a specific site member.
• Supervisor (Billing): Filter activity by the designated billing supervisor responsible for the reservation.
• User Group: Limit results to reservations made by users belonging to a specific user group.
• Project: Filter results by a specific project code or title.
• Resources: Filter report results to show activity on specific assets or facilities.
• Category: Group report results by resource category.
• Barcode: Search for equipment activity using a specific barcode identifier.
• Tags: Add custom tag filters to analyze activity across resources sharing administrative tags.
• Status: Select checkboxes to include or exclude bookings based on their current lifecycle state (Approved, Pending, Cancelled/Denied, Non-Blocking Maintenance, Blocking Maintenance)
• Paid Status: Filter reservations by their invoice payment state using the dropdown menu options (Paid Only, Unpaid Only).
• Reservation Check-In Status: Choose to display bookings based on attendance (Checked-In, Not Checked-In).
• Search Reservation Fields: Enter search terms to find specific bookings by matching text against the Purpose, Note, or Reservation ID fields.
• Loan Status: For equipment and item loans, filter activity across three specific dropdown criteria:
• • Type (Loans Only, Non-loans Only)
  • Returned: (Show All, Returned, Not Returned)
  • Overdue: (Show All, Overdue, Not Overdue)
• Include Auto-Excluded Items:
• • Include Excluded Resources: Check this box to include resources that are otherwise hidden from general reports.
  • Include Excluded Users: Check this box to include reporting data for user accounts designated as excluded from reports.
• Search Form Responses: Search for specific text entries submitted by users within attached custom reservation or request forms.
• Actual Usage:
• • Include non-reservation linked actual usage: Check this box to incorporate reservations that were logged in an external software but did not have corresponding reservations in QReserve

Activity Table & Customization Controls

After your filters have been selected, clicking Apply Filters will display results below in the Activity Table. Above the table, administrators can switch reporting perspectives and customize which data columns are visible:

• Reservations / Visualizations: Switch between the itemized Reservations tabular ledger and visual analytical charts.
• Date Range Header: Displays the active date range window currently applied to the report dataset.
• Item Count: Displays the total number of records matching your active filter criteria.
• Standard Columns: Choose which columns you’d like the table to display
• More Details: Select additional optional data columns to be displayed, such as form field responses or custom properties
• Consolidated View: shows an alternative view that includes resource, supervisor, duration, and price
• Print: Open a printer-friendly layout of the current activity ledger.

Activity Table

The activity ledger displays matching records line-by-line across columns:

• Status Icon: A color-coded status icon (e.g., a green checkmark for approved bookings, an hourglass for pending requests) provides an immediate visual indicator of the record's current state.
• Approval Notes: Displays any administrative comments, conditions, or review notes added during the approval process.
• Created: Shows the exact timestamp when the reservation or request was originally submitted.
• Start / End: Indicates the primary transaction type (e.g., Request or Reservation) alongside the scheduled start and end date and time window.
• Resource: Names the specific resource, asset, or service request item tied to the activity, including scheduled usage parameters where applicable.
• Units: Specifies the quantity or unit allocation (e.g., number of tickets or items) booked for the session.
• Reserved For: Names the user account for whom the reservation or request was made.
• Supervisor: Lists the designated billing supervisor assigned to the site user for whom the reservation or request was made

Visualizations Tab

You can choose to view your filtered results in graphical visualizations instead of a table format by clicking on Visualizations.

Graphs such as duration of reservation by user, price of reservation by user, duration of reservation by resource, and price of reservation by resource will be displayed, using the filtered activity. These graphs can be easily downloaded and used in external slide decks or reports by clicking the download button to the top right of each graph.

Activity reports are your window into reservation, loan, and request activity in your site. Reports can be viewed online or exported directly to CSV.

Exported Activity Reports

Details CSV

The detailed CSV gives you the most level of detail for your reservations, combining reserved times, actual usage times, check-in and check-out times, and more. Access by selecting Details CSV from the Download button on your Activity Reports.

Reservation Links in CSV Exports

The Links column in the Details CSV contains the IDs of reservations and requests linked to each record, separated by commas. Use it to match related bookings in a spreadsheet or another system. It is separate from links to invoices.

Only linked items you are permitted to view are included. For a booking containing multiple resources, each resource row shows the links of the overall booking. A link to a recurring series is represented by its first occurrence’s reservation ID. Linked items may still appear after cancellation.

See Reservation Links to create or remove connections, or Bulk Importing Reservations to link new imports to existing items.

Summary CSV

Details CSV with Selected Form Columns

This report contains all of the fields in the Details CSV along with any form fields that you toggled on in the activity report display.

Supervisor Summary CSV

Using the Invoicing Wizard

Our Invoice Wizard allows administrators to easily create a single invoice for a user with multiple outstanding billable reservations, or create multiple invoices with similar parameters at once. 

Begin by running an Activity Report with filters that will capture the data you wish to invoice (date range, users, resources, or other filters as needed). When the search results reflect the reservations for which an invoice must be created, click Create Invoices in the top right-hand corner of the page. 

You will be brought to the Invoice Creation Wizard. This wizard will automatically create invoices from the currently filtered reservations. Invoices will be created with DRAFT statuses and, thus, should be reviewed as required prior to sending.

Reservations can be grouped on the invoice in one of three ways:

• Supervisor/user* and billing account number
• Supervisor/user* with combined billing account numbers
• Billing account numbers
• All reservations together
• Note: When a user is not assigned a supervisor, that user is considered their own supervisor for grouping purposes.

In addition, use the dropdown menu to select how invoice items are grouped:

• Reservation (keeps multi-resource reservations together
• Each item separately (ensures date order)
• Resource
• Resource category

Activate/deactivate the option "Skip reservations linked to existing invoices" as required.

Toggle on/off “Include billing period on invoice” as needed.

Toggle on/off “Allow empty invoices” as needed - this situation can occur at times when your site has invoice scripts that remove all lines.

Set a Number Prefix for this batch of invoices as required. Note: Setting a number prefix will override any invoice number prefixes set on user accounts for all created invoices or quotes.

Finally, adjust the Starting Invoice Number or Starting Quote Number if needed. These fields will prepopulate based on prior invoicing activity. For example, if your most recent previous invoice was number 9, then the next invoice will be 10 unless you specifically override this field.

Finish by clicking on Create <num> Quote(s) or Create <num> Invoice(s). You will then be brought to the Invoices and Quotes page, where the newly created invoice(s) will be listed at the top of the table.