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# Waitlist Dashboard Report


# Waitlist Dashboard Report

### When would I use this report?

The Waitlist Dashboard report will provide you with real-time visibility into current waitlists, helping staff efficiently monitor, adjust, and manage these. It will serve as a simple guide for understanding the report on waitlisted children and available rooms, to assist you with interpreting the data and make informed decisions about placements. 

### How do I use the information on the report?

|| All reports are available via the Xap Analytics screen. For full details on managing and filtering reports via Xap Analytics see: [Xap Analytics screen overview.](https://help.xap.rocks/en/article/xap-analytics-1ei0c3r/)

The **Waitlist Dashboard Report** is broken into 4 sections
1. **Lead Action Tracker** - Provides you with a clear, at-a-glance view of all your active and in-progress leads
2. **Waitlist** - Dashboard overview of all Waitlist information for selected **Service/s**
3. **Waitlist Match** - Identifies the rooms that can be offered to waitlisted children based on the child’s age and the room’s vacancies.
4. Room Match - Shows the percentage of preferred days in this room that has vacancies. Computed as (number of preferred days where vacancy > 0) / (number of preferred days in this room)

**Important columns to note**:

### 1. Lead Action Tracker Tab
The Lead Action Tracker gives you a clear, at-a-glance view of all your active and in-progress leads.  Helping you stay organised, responsive, and proactive.
With easy-to-read visual indicators, this report streamlines your lead management process, enabling you to prioritise follow-ups, track upcoming tours, and make informed decisions that keep your pipeline moving and your enrolments growing, allowing your team to focus their time where it matters most.
| Number | Heading | Description |
| ---- |
| 1 | Filters | Allows you to refine the information displayed on the Lead Action Tracker. |
| 2 | Action Categories | Provides you with a total amount of Lead statuses by category e.g. Upcoming Tours, Overdue Follow-ups. |
| 3 | Lead Details (Active & In Progress) | Provides you with a breakdown of Leads details, e.g. Tag's, Created Date, Next Contact date etc. |

|| For further details see: [Lead Action Tracker](https://help.xap.rocks/en/article/lead-action-tracker-1fj0nfa/?bust=1763422689583)

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1ie2rub.png)


### 2. Waitlist Tab

| Number | Heading | Description |
| ---- |
| 1 | Waitlist Count | Count of waitlists which have incoming Care Start Date, Offer Expiry Date, and Next Contact Date in the selected future date range. |
| 2 | Waitlist Tiles | Count of waitlists in per Status. This includes every waitlist except Enroled and Archived. |
| 3 | Waitlist Doughnut | Total number of people on the waitlist and the proportion of each status category. |
| 4 | Time on Waitlist | Horizontal bar chart showing the counts of waitlists categorized by how long they have been on the waitlist in months. |
| 5 | Waitlist and Vacancy | Is a combo chart displaying the room vacancies (line) against the waitlist counts (bar), to assist with quickly viewing how many waitlists can be put on that week and how many spaces are available. This chart can also be filtered by room. |
| 6 | Waitlist Activity | number of waitlists that have or haven’t had any activity on them in the selected past date range such as Modifications, Comments, and Offers. |

| Note: Hover over tiles/graphs to display underlying data

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1iylw5y.png)

### 2. Waitlist Match Tab

This report identifies the rooms that can be offered to waitlisted children based on the child’s age and the room’s vacancies. 

|| Note This report takes into account the child aging during the period selected and **min/max** ages set per room.

| Number | Heading | Description |
| ---- |
| 1 | Room Day Match | Percentage of preferred days in this room that has vacancies. Computed as (number of preferred days where vacancy > 0) / (number of preferred days in this room) |
| 2 | Preferred Days Available Details | Number of days available out of all the days in this room covered in the period. |

See the below examples: 

1. The child has 100% match for requested days and available positions
2. The child has a 47% match for available positions versus 5-day waitlist request
* Monday - 16 of 16
* Tuesday - 16 of 16
* Wednesday - 0 of 16
* Thursday - 0 of 16
* Friday - 15 of 15

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_uq85qq.png)

### 3. Room Match Tab

This tab functions similarly to Tab #2: Waitlist Match, but instead of grouping by waitlists with suggested rooms, it groups by **rooms** and displays which waitlist records fit in each room.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_7u0qvo.png)