📊 OktoRocket Reports Overview

The Reports module in OktoRocket gives you access to a powerful set of insights that span calling activity, marketing performance, repair order productivity, and advisor or tech sales. Below is a full list of the available reports, grouped by category.

☎️ Calling Reports

• Call Flow Visualizer
  See what path your customers take when calling into your shop. This helps identify gaps in your call routing and improve the customer experience.

• Call Summary
  This report compares calling activity across your sites. Use it to monitor overall phone traffic and team responsiveness.

  Why It's Important: Gain visibility into total call volume, peak times, and team responsiveness to optimize staffing and communication.

  Voice Module Required
  Admin Access Required
  
  

  Call Statistics Overview:

  • Calls – Total number of calls handled.

  • Inbound Calls – Number of inbound calls handled.

  • Unique Inbound – Number of unique phone numbers that called in.

  • Inbound Minutes – Total time spent on inbound calls.

  • Outbound Calls – Total number of outbound calls.

  • Outbound Minutes – Total time spent on outbound calls.

  • Avg. Duration – Average time spent per call, both inbound and outbound.

  Inbound Call Activity by Number:

  • Number – The phone number that the inbound call was placed to.

  • Calls – Total number of calls received on that number.

  • Unique – Number of distinct phone numbers that called in.

  • Description – Internal label or usage of the phone number in OktoRocket.

  • Site – The site associated with the inbound number.

• Extension Summary
  Summary of calls by extension. Great for evaluating individual user activity and call handling performance.

• First Time Call Conversion
  Tracks first time callers that convert to customers. Helps measure lead-to-customer success and phone call ROI.

• First Time Call Conversion Metrics
  Simplified, metrics-only version of the First Time Call Conversion report. Use for quick insights into lead conversion.

• Existing Customer Call Conversion
  Tracks known customer calls to Repair Orders. Helps identify how well returning customers are re-engaging.

• Beta – After Hours Calls
  Count of calls received after hours (entryPoint: Closed) in a date range. Useful to evaluate after-hours demand.

• Beta – Busy Hour Calls
  Call report by hour of day. Lets you spot peak call times to optimize staffing.

• Customer Phone/Site Report
  Searchable report of all phone numbers a customer has and their associated site. Helps resolve duplicate accounts and verify contact data.

• Advisor IQ Dashboard
  Summary of Advisor IQ results grouped by site and advisor. Use this to coach team performance and improve communication quality.

📣 Marketing Reports

• Campaign Performance
  Track campaign performance by site and date. Lets you evaluate which campaigns are driving engagement.

• Cross Over Report
  Report on customers that visit multiple locations. Helps identify loyal customers and cross-site traffic.

• First Time Customers
  List of first-time customers by date and site. Useful for tracking new customer growth.

• Market Penetration
  Market Penetration report by date and site. Helps build direct mail or re-engagement campaigns by location.

• Online Scheduler Dashboard
  View online booking metrics. Monitor usage of your booking tool and appointment behavior.

• No Show Report
  Report on customers that did not show up for their appointment. Supports follow-up and rebooking workflows.

• Short URL
  Analytics on links shared via SMS and email. Helps measure the effectiveness of your shared links.

💳 Payment Processing

• Transaction Detail
  List transactions by date range. Useful for reconciling payments and monitoring payment activity.

🛠️ Repair Order Reports

🔍 Label Definitions

- **Date** – Date on the RO
- **RO #** – Repair Order number
- **Name** – Customer first name
- **Tech** – Tech name
- **Advisor** – Advisor's name
- **DVI** – DVI completion status
- **Quoted** – Dollar amount quoted
- **Non Labor** – Non Labor charge total (e.g. towing, sublet, tax, shop supplies, etc.)
- **Labor** – Labor total
- **Parts** – Parts total
- **Sub Cost** – Sublet total cost
- **Hours** – Hours billed on the RO
- **GS/Hr** – Gross Sales per Hour
- **GP/Hr** – Gross Profit per Hour
- **ELR** – Effective Labor Rate
- **RO Total** – RO total before tax
- **GP %** – Gross Profit percentage
- **GP $** – Gross Profit dollar amount

📊 Repair Order Reports

• Detail
  Detailed report showing per-RO stats. Analyze profitability and efficiency per repair order.

• Deferred Services Report
  Lists repair orders with deferred services. Helps identify follow-up opportunities and lost revenue.

• Parts Search
  Search parts from past repair orders. Speeds up quoting by referencing past jobs.

• Parts Supplier Spend
  Summary of dollars spent per supplier. Helps manage vendor costs and purchasing habits.

• Labor Search
  Search labor details from past repair orders. Useful for estimating and productivity reviews.

• Make/Model Report
  Breakdown of vehicles serviced by make and model. Use to identify your shop's vehicle trends.

• New vs Repeat
  Compare ROs between new and repeat customers. Helps measure customer retention and loyalty.

• Service Writer Summary
  View RO productivity by service writer. Evaluate individual advisor performance.

• Summary
  Summary report showing number of ROs per site over a selected period. Tracks overall service volume.

• Voided Repair Order Summary
  Grouped view of voided ROs by service advisor. Useful for reviewing errors and preventing future issues.

📈 Sales Trackers

🔍 Label Definitions

🧾 For RO Writer, Protractor, and Mitchell 1 Users

- **Advisor** – Advisor Name
- **# of ROs** – Total Number of ROs
- **Average (Avg) Quote** – Quoted parts + quoted labor / total ROs
- **Average (Avg) RO** – Total RO Sales / # of ROs (the RO Sale does not include tax)
- **Gross Sales** – Total - Tax - Shop Supplies
- **Gross Profit (Mitchell Integration)** – (Total - Tax) - (Parts Cost - Labor Cost - Sublet)
- **Gross Profit (GP)% without Tire Sales** – Gross Profit - Tire Sales / Gross Sales - Tire Sales
- **Close %** – Gross Sales / Quoted Sales (quoted sales are based on the sub-estimates that were created and not sold/cleared out during the customer visit)
- **Tire Sales** – The sum of parts and labor in the tire category
- **Tire Units** – The sum of qty for parts listed in the Tire category
- **LOF** – Total number of Oil changes based on the labor items with the LOF category
- **Inspections** – Total number of inspections based on items with the Inspection category
- **Discounts** – Total Discounts applied to repair orders
- **Tracking** – Gross Sales / Worked Days * Total Work Days
- **Time** – Hours clocked in (only visible with time clock integration)
- **Cards** – Number of timecards for the given period (only visible with time clock integration)

🧾 For All Other Users

- **Advisor** – Advisor Name
- **# of ROs** – Total Number of ROs
- **Average (Avg) Quote** – Quoted parts + quoted labor / total ROs
- **Average (Avg) RO** – Total RO Sales / # of ROs (the RO Sale does not include tax)
- **Gross Sales** – Total - Tax
- **Gross Profit** – (Total - Tax) - (Parts Cost - Labor Cost - Sublet - Shop Supplies)
- **Gross Profit (GP)% without Tire Sales** – Gross Sales - Parts Cost - Labor Cost - Sublet - Tire Sales / Gross Sales - Tire Sales
- **Close %** – Gross Sales / Quoted Sales
- **Tire Sales** – The sum of parts and labor in the tire category
- **Tire Units** – The sum of qty for parts listed in the Tire category
- **LOF** – Total number of Oil changes based on the labor items with the LOF category
- **Inspections** – Total number of inspections based on items with the Inspection category
- **Discounts** – Total Discounts applied to repair orders
- **Tracking** – Gross Sales / Worked Days * Total Work Days
- **Time** – Hours clocked in (only visible with time clock integration)
- **Cards** – Number of timecards for the given period (only visible with time clock integration)

📊 Sales Reports

• Average Daily Sales by Advisor
  Compare average sales info by advisor. Helps benchmark individual sales performance.

• Average Daily Sales by Site
  Compare average sales info by site. Identify high and low-performing locations.

• Sales by Category
  Compare category sales by service advisor. Use to evaluate which services are most commonly sold.

• Service Advisor Sales Tracker
  Sales data per advisor per location. Supports performance reviews and coaching.

• Site Comparison Tracker
  Sales data comparison across sites. Great for regional comparisons or tracking KPIs.

• Store Report
  Communication stats and sales data per location. Gives a holistic view of site performance.

• Tech Sales Tracker
  Sales data per technician per location. Helps track productivity and output by technician.

🧠 System Audit

• User Activity
  Tracks all changes made by users. Provides transparency and accountability for admin actions.

✅ Task Reports

• Active Tasks
  Displays only tasks that are currently in progress. Helps teams prioritize work-in-progress.

• Task History
  Historical task report, filterable by date. Useful for auditing completion rates and reviewing patterns.

• Advisor Task Activity
  Tracks productivity of individual advisors. Supports performance evaluation and task load analysis.

• Site Stats
  Compares task activity across all sites. Identifies site-level engagement and workflow bottlenecks.