Extension Summary Report
In this tutorial we will show you how to run an Extension Summry Report, as well as take you through all the options available to you.
Date & Time Selection and Additional Info
- Go to “Reports” in the top menu, select “Extension Summary Report”
- When you select an Extension Summary report, you will start on the screen shown in the below image. You will have the ability to select your date range and choose which additional info you would like to be displayed on the report.
Next to “Select Date Range” you have a drop down menu with a lot of pre-defined dates to select (eg Today, Yesterday, Last Week, Last Month and more…)
You are welcome to create your own custom date and time for the report, please use the “From Date / Time” and the “To Date / Time”
- Additional Info – You have the ability to get some added information on your report. By default it is set to Mobile Phone Calls as seen in the above image. With this current selection of Mobile Phone Calls, when you run the report, it will show you total figures, and a semi-breakdown of how many of your calls were to mobile numbers. Please see the image below for reference. We will show you an example of all these options, starting with Mobile Phone Calls and ending on Budget.
Mobile Phone Calls – The information in the blue block, is the additional mobile phone call information. In the above example, you can see extension 202 made 14 outgoing calls. Of those 14 outgoing calls, 4 of them were to mobile phones. You would NOT add the 4 mobile calls to the 14 outbound calls.
International Calls – In this next example, between the blue lines, you can see the additional information with regards to international calls. If we use extension 202 again, you can see out of 15 calls made, 3 of them ere to international numbers. Out of the 21.71 spent, 5.92 was to international numbers.
National Calls – National Calls would fall between local and international, for example, if you are in Johannesburg and you were to call someone in Cape Town, that would be considered a national call. Extension 202 has made a total of 16 outgoing calls, of which, 4 of them were to national numbers.
Local Calls – Local Calls are when you phone someone that is in the same city as you. For example, if I am in Johannesburg, and I were to call someone on the other side of Johannesburg, that would be a local call. Extension 202 has made 16 outgoing calls, of those calls, 5 of them were to local numbers.
Average Ring Time – Ring time generally happens when someone phones inbound. If your receptionist doesn’t answer the phone that is ringing for 30 seconds and then answers the phone, that ring time will be 30 seconds and then the talking time would make up duration. Average ring time is the average time the phone rang over the total number of calls. In the above example, extension 202 received a total of 9 incoming calls, the average ring time between all 9 calls, was 2 seconds.
Average Duration – The duration of the call is how long you were talking on the phone for (does not generally include the ring time). In the above example, extension 202 spent on average 43 seconds on all 25 calls (inbound and outbound combined)
Budget – A daily budget can be set per an extension, to set up the daily budget you are welcome to have a look at “Edit Extension Information” page. The additional information that is being displayed is the current daily budget (currently set to 1) and what percentage of that budget has been used, in the case of extension 202, they spent 24.94 of the 1 budget set, which results in 2494.1%, In a situation were the daily budget is set to 50, and you only use 25, the report would display 50% of the budget used.
- You only have one option on this page, which is to insert a page break. A page break is not used much on the summary reports due to the length of the report. This is used in the detailed reports so that when one extensions information finishes half way through a page, that the next extension will start on the next page instead of having is start immediately after the previous extension.
Select specific extensions to run the report on
- You can run the report on single or multiple extensions at one time. If you would like to run the report for all used extensions, you would use the “All Used Extensions” option. If you would like to select the extensions you would like to run the report on, please choose “Select Extensions” and place a tick next to each of the extensions you would like to run the report for. In the above example, we will run that report on – Ext_202 and Ext_205
Select specific call types
- You can run the report on specific types of calls. In the above example, we have selected “All External Calls”. If you would like to see only outbound calls on the report, you would go ahead and select “Outgoing Calls Only [O]”. The results on the report would then only be for outbound calls.
Time to view the report
- Now that the report has been configured, we can click on “View” in the bottom left corner.
- Once you click on “View”, you will be presented with the report as you see in the above example. We have successfully run an Extension Summary report, for the 1st July 2019 on extension 202 and 205, for all external call types.