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# Unders & Overs Report

# Unders & Overs Report

This article will assist you with producing a report to show you the children at your Service broken into **Under 3yrs*** and **Over 3yrs*** of age.
| *Note the Under & Over age can be adjusted as per your reporting requirement, eg. Under & Over 3yrs, and Under & Over 2yrs etc.

### What information is on the report?

The report contains the details of the children who fit the Over & Under age you have entered, including:

* Child Name
* Booking Day
* Booking Date
* Session name
* Age of child
* Can be refined to show Total amount of Unders & Overs for set age.


### How do I create my required report details?

The report can be created by applying filters on the existing **Attendances** report located within your **Xap Analytics** screen.
|| Once the report has been formatted and bookmarked, you can utilise this report moving forward for specific rooms or dates.

###### To filter the report

1. View the **Attendances** report under Booking Reports
2. Select **Maximise element** icon

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_109vlej.png)

3. Select **5 line menu** on the bottom left next to **stg_bookings**
4. Select **Child Age in Months**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_16xowhp.png)

5. Drag the **Child Age in Months** from the bottom of the list to display under **Child**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1qcexuh.png)

6. Right- click on **Centre**
7.  Select **Group Column**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_14d6a4x.png)

**Repeat this step for:**

8. Right- click on **Room**, select **Group Column**
9. Right- click on **Booking Date**, select **Group Column**
10. Select the down arrow on **Day of Booking Date**
11. Select **Format**
12. Select **Custom**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_l0bxri.png)

13. Enter Custom Format **%A, %d %B**
14. Select **Apply**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1gfnq0.png)

15. Under Group by Data of booking date, select the **+ plus** button
16. Select **Add new column**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1f1p8sg.png)
17. Right-click the **Calc** column
18. Select **Rename Column** - Add in the new column name eg. Under 3

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1wdahvu.png)

19. In the Formula bar enter - CountIf([stg_bookings/CHILD_AGE_IN_MTH_AT_BOOKING] <=35)
20. Select the **Green Tick**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_bvuzkt.png)

21. Repeat steps **15 - 17** to add another new column
22. Select **Rename Column** - Add in the new column name eg. Over 3
23. In the formula bar enter - CountIf([stg_bookings/CHILD_AGE_IN_MTH_AT_BOOKING] >=36) 
24. Select the **green tick**.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1lb7yo3.png)
25. Select the **Arrow** button to minimise the element

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1p4t28g.png)

### Saving and Bookmarking your Report

 You will then be able to save this formatted report by:

1. Select the **save** icon in the top right
2. Select **Save as a new bookmark**.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_d846j2.png)

3. Rename bookmark - **Under and Over Report**
4. Select **Save**. 
5. You can save it as the default bookmark by selecting the checkbox.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_185ja8s.png)

|| You can hide unrequired columns by selecting Hide source columns (three line menu) and unchecking columns not required. Or right click the column you want to hide and select Hide Column.

### Reading the Unders and Overs report

Once the report has been formatted and bookmarked, you can utilise this report moving forward for specific rooms or dates.

The report will display:
| Number | Details | Information |
| ---- |
| 1 | Booking Date | Set the date range or date to view the Under/Over details for |
| 2 | Summary | Provides you with the total booking and attendance data for the selected date range |
| 3 | Centre | Displays the Centre name if you are in Enterprise view |
| 4 | Day of Booking | Displays the day and date of the booking information eg. Monday 17 July |
| 5 | Under 3 | Displays the total number of children on that day/date who are aged **Under 3yrs of age** |
| 6 | Over 3 | Displays the total number of children on that day/date who are aged **Over 3yrs of age** |
| 7 | Room | Displays the name of the room |
| 8 | Child | Displays the name of the child |

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_arxooo.png))