Accessing your data is an essential part of any business. Using Analytics in Maui allows you to run standard reports, customize your own reports, share reports, and schedule reports.
Running a Report
Select "Analytics" from the menu in the top left corner of the window.
Select the desired report you would like to run. You can use the search bar at the top of the screen to quickly find a specific report.
Set your desired date range.
Set the same day for Start and End dates to view a single day.
Select "View" or "Download."
View allows you to preview the report in the window to spot-check the information. To close this view, click outside the preview or select the X in the top right corner.
You are able to use the Search bar to quickly pull out specific details within a report. The below example has filtered the report on all Operations named "move":
Download saves a . CSV copy of the report on your computer. You can then use another program (such as Excel) to manage further data analysis if necessary.
Creating A New Custom Report
You can create and customize your own reports using Flowhub's standard reports as a baseline. From there you can pick and choose and reorder which fields you need in your report, give it your own custom name, and manage sharing of that report with other users if necessary.
On the Analytics main page, select the "Customize Report" button in the upper right corner of the “All Reports” section:
Once selected, you will be prompted to choose a template you'd like to customize, and a description of the report will be displayed below.
3. After selecting the template, select Customize Report, and a report builder will pop up on the right side of your screen. You will be able to see what fields are available for you to hide or reorder in your report.
Select the eyeball icon on the right side of a report field to remove/hide a field from your custom report.
Select Hide All at the bottom if you'd like to hide all fields, and then select the eyeball icon next to each field you'd like to include in your report.
Select Show All at the bottom to include all fields in the report, and then select the eyeball icon to hide/remove fields you don't need in your report.
Grab the six dots on the left side to reorder where a field should appear in the report.
You can give the report a Custom Name and Custom Description at the top of the report's page. When you select "Save," you'll see your custom report in your "My Custom Reports" section.
4. Select Save to save your custom report.
Customizing / Editing an Existing Report
In addition to creating your own new reports, you can also Edit/Customize an existing report to create a custom version, or create a brand new report from an existing report.
To Customize an existing report, select the report in your Analytics portal (the following can be done on both Custom and Standard Reports), and then select "View."
While the report is open, select the yellow "Edit" button in the upper right corner. You'll see the report editor appear on the right side of the screen, and the Report will become Editable, with the ability to perform the following actions:
Rename the Report
Rewrite the Report Description
Hide Columns
Move Columns
5. Once you have completed your desired changes, select "Save" in the upper right corner.
6. Your custom report will now appear in the "My Custom Reports" section of Analytics, above "Default Reports" on the left side:
Sharing a Custom Report
Flowhub Maui allows you to share Custom reports. You can even share reports with users whose Role doesn't give them access to Analytics. This means you can eliminate certain columns from reports (like cost or markup %) and then share with specific Roles or Employees, without giving them access to the full Analytics tab.
Create a Custom Report following the instructions in the section above, "Creating A New Custom Report," or "Customizing / Editing an Existing Report."
TIP: If you would like to Share a Standard Report "as is" with a user that does not have access to Analytics on their Role, you can do so by selecting "View", then "Edit", then "Save" on the Standard Report without making any changes to the Standard Report.
This will then list the report as a shareable Custom Report in "My Custom Reports," and you can continue with the rest of the instructions below.
Navigate to My Custom Reports in Analytics, and find the Report you would like to share.
In the upper right corner of the Report, select the people icon next to the clock:
A modal will appear allowing you to choose who should have access to this report. You are able to share by Role, by individual Employee, or opt to share with all users that have access to Analytics on their Role.
Select "Share Report" at the bottom of the modal. Your report will now appear for those Employees in the "My Custom Reports" section of Analytics.
If a user doesn't otherwise have access to Analytics and a report has been shared with them, they will only see the "Shared With Me" tab when they visit the Analytics view. They will not be able to access any other reports in Analytics.
You can modify who the report is shared with at any time by selecting the same people icon on the Custom report.
Scheduling a Report
Any report in Maui can be run and automatically sent to users via email on a scheduled cadence. The report will be run and delivered to your inbox the between 1am and 3am the night after your selected day. The email sent to you will include a link to the scheduled report where you can download the CSV or simply view the data.
Locate the Report you would like to Schedule. You are able to schedule both Standard and Custom reports.
Select the clock icon in the upper right corner of the Report:
A modal will appear, allowing you to choose which Employees should receive the report and at what frequency.
When choosing Weekly, you can select the day on which the report will be run on a 7-day cadence.
When choosing Monthly, the report will be run on an entire month's worth of data, starting with a month prior to the day you select. To have a report delivered to you on the first of every month, run on the previous month's data, select "End of the Month".
You are able to select multiple Employees to share at once:
Select "Schedule". The report will be emailed to the email address associated with the Employee's account.
The Report will also appear in the "Scheduled Reports" tab in Analytics:
You can cancel/stop the scheduling of a report by navigating to "Scheduled Reports," locating the Report you would like to modify, and selecting the clock icon in the upper right corner.
A modal will appear. Select "Cancel Existing Schedule" to cancel the scheduled report:
Scheduling Par Level Reports or Inventory Reports
Two reports have special conditions under which they can be set to be emailed to you when a certain "trigger" is met. These are the Inventory Report and Par Level Report.
The Inventory Report can be set to automatically be sent to you the night after an Expiration Date is a specified number of days away.
This can be valuable for easily knowing which items you may want to discount to move out the door faster.
To schedule this, locate the Inventory report from the Default Reports, then select the clock icon. You'll see the "Trigger" section underneath Frequency, where you can select how many days in advance of an expiration date you'd like to receive the report.
When an inventory item hits the trigger of X days before the expiration date, the specified recipients will be emailed an inventory report.
The Par Level Report can be configured to send the night after a Par Level was hit during the day.
This is valuable for making purchasing decisions for products that you may be running low on and need to reorder.
Report Definitions:
Accounting: Provides an overview of financial data for a selected date range, including total taxes, discounts, returns, net and gross sales, revenue, profit, cost of goods sold, and transaction types (debit/credit).
BT Sales Performance: Exportable data from the Budtender Sales Performance Dashboard, offering insights into budtender sales metrics in a downloadable format.
Budtender Upsells were added to this report in November. View Release Note.
Category Sales: Displays sales metrics by category, showing the number of transactions, quantity sold, pre- and post-tax sales, taxes, costs, discounts, and profit, with totals for each category at the bottom.
Category Sales by Day: Provides a breakdown of sales by product category for each day, allowing for daily tracking of category performance.
Customers: Offers customer insights, including average spending, personal details, and total transactions, to help you understand and manage customer data.
Customers Activity: Generates a historical activity report of all changes made to customer records, showing updates over time.
Customers Loyalty: Focuses on loyalty program participants, displaying total loyalty points earned and spent. Filterable by sign-up date.
Deals Usage: Lists sales data where deals were applied with one row per deal on an item. Includes detailed information about inventory items discounted, to whom, when & by which employees. Voids, refunds and sales WITHOUT discounts are excluded.
Deliveries: Provides a record of all deliveries for each store over a selected time period, helping track delivery operations and performance.
Drawers: Displays a summary of drawer balances and actions. Shows starting balance, sales on the drawer, cash and debit sales, closing balance, drops, payouts, and employees assigned to each drawer. Includes data from all locations.
Drawers Activity: Creates a historical activity report for all changes made to drawer records, providing an audit trail.
Employee Sales: Displays each employee’s performance over a selected time period, showing total transactions, average cart value, discounts applied, and number of products sold.
End of Day: This is a companion report to the EOD Dashboard that shows the same data but in tabular format. Note, however when this is scheduled the report will contain BOTH medical and recreational sales
Gift Cards: Displays a list of all gift cards in the system, including their current balances, unique IDs, and any other relevant information. This report helps track the status and value of each gift card issued.
Inventory: Provides a comprehensive view of current inventory levels, including quantity on hand, pricing, supplier, package ID, and other entered criteria.
Inventory Activity: Generates a historical activity report of all changes made to inventory records over time.
Inventory Creation: Lists all inventory items created during the specified date range, including original quantities for each item.
Inventory Discrepancy Activity: Creates a historical report of all inventory discrepancy adjustments, helping you track and resolve inventory inconsistencies.
Inventory Forensics: Shows all recorded activities related to an inventory item. Please note: forensics data begins as of 3/10/23.
Loyalty Transactions: Transactions report focused on transactions where loyalty points were accrued or redeemed.
Par Level: Displays inventory items currently below their designated par level for a specific location, with an option to include all items with a par level regardless of their current quantity. Shows the par level and current quantity for each item.
Predictive Par Level: Helps make informed purchasing decisions by forecasting when items will reach their par level, showing daily sales velocity, suggested par levels, and other metrics. Auto-calculated par levels are provided for products without a specific par level.
Product Activity: Generates a historical activity report of all changes made to product records over time.
Product Catalog: A list of all products and their variants.
Product Catalog Full Details: An extended version of the Product Catalog report that includes all field values for each product and its variants.
Product Performance: Displays the top 5 best and worst performing products, including quantities sold, profit generated, and average days on the shelf, to help identify top and underperforming items.
Roles Activity: Generates a historical activity report for all changes made to user roles.
Sales by Customer Group: Shows sales figures for each customer group. Note: Sales may be duplicated across multiple groups if customers belong to more than one group.
Sales by Day by Store: Displays daily sales totals for each store, providing insights into store-level sales performance by day.
Sales by Product Variant: Provides sales data for each product variant, helping analyze variant-specific sales trends.
Shifts: Lists employee shifts within a given time period, providing details on shift schedules for hourly employees.
Sold Gift Cards: Provides a detailed list of transactions that included the sale of gift cards. This report shows each transaction involving gift cards, including associated sales data, to help monitor gift card sales activity.
Sold Items: Gives you an in-depth view of what was sold on a transaction and transactional data that goes with that; taxes, discounts, price, etc.
Tax Activity: Creates a historical report of all changes made to taxes, providing a log of tax adjustments.
Tips By Budtender: Displays tips collected by each budtender over a specified period, helping track tip earnings per employee.
Tips By Hour: Shows tips collected by hour for a specified store, providing insight into tip patterns throughout the day.
Transaction Adjustments: Provides a historical report of transaction adjustments, showing details of any modifications made to transactions.
Transactions: Displays an overview of transaction totals over a selected time period. This report does not show individual items but provides a summary of each transaction.
Users Activity: Generates a historical activity report of all changes made to user accounts, offering an audit trail for user-related adjustments.
Field Definitions:
"Total item price" = Gross Sales
"Pre-Tax Price" = Net Sales
"Post-Tax Price" = Final Sales