Articles on: Reports

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

View the Attendances report under Booking Reports
Select Maximise element icon

Select 5 line menu on the bottom left next to stg_bookings
Select Child Age in Months

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

Right- click on Centre
Select Group Column

Repeat this step for:

Right- click on Room, select Group Column
Right- click on Booking Date, select Group Column
Select the down arrow on Day of Booking Date
Select Format
Select Custom

Enter Custom Format %A, %d %B
Select Apply

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

Right-click the Calc column
Select Rename Column - Add in the new column name eg. Under 3

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

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

Select the Arrow button to minimise the element

Saving and Bookmarking your Report

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

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

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

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

Updated on: 25/11/2025

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