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Using Advanced Search for Client Reports

Use advanced search to create filtered client, referrer, contact, and third-party reports, then export the results to PDF or Excel.

Advanced Search is more than a way to find individual profiles. It is also a flexible reporting tool for generating filtered lists of clients, shared profiles, referrers, contacts, and third-party profiles.

You can use Advanced Search to answer practical reporting questions, such as:

  • Which clients have had appointments during a specific date range
  • Which clients have not booked a future appointment
  • Which clients are linked to a specific practitioner
  • Which clients belong to a particular classification
  • Which clients match demographic fields such as sex, gender identity, date of birth range, client status, client type, or referrer
  • Which referrers, contacts, or third parties match selected criteria

This makes Advanced Search useful for client activity reports, practitioner-specific reports, re-engagement lists, marketing lists, and other detailed reporting needs. After generating a filtered list, you can refine the displayed columns and export the results to PDF or Excel.

Note: Users need the Allow Client List Generation And Export permission to use this feature.

Advanced Search can be accessed via People > Clients / Shared Profiles / Contacts / Referrers / Third Parties > Advanced Search.

 

In this article:

Understanding the filters

While a majority of the filters and fields on the advanced search are fairly straightforward (first name, last name, telephone, email, sex, gender identity, date of birth range, date added to a Zanda account, etc.), some might not be as immediately obvious. 

💡 Tip:  The same filtering options are also available on:

  • The Bulk Send page: Allow you to quickly send bulk emails or SMS messages to your generated client list with just one click.

  • Mailchimp integration page: Through the Mailchimp integration, you can seamlessly export your selected clients to your Mailchimp account for email marketing campaigns. 

Filtering by Practitioner Type

You can use Advanced Search to generate a filtered list of clients based on their relationship to practitioners. This allows you to quickly identify clients who are linked to specific practitioners in different ways and export the results to PDF or Excel if needed.

  • Primary Practitioner: Get a report of clients who have the selected practitioner set as their Primary Practitioner in the client profile > Admin > Manage page.
  • Assigned Practitioners: Get a report of clients who have the selected practitioner added as an Assigned Practitioner in the client profile > Admin > Manage page.

  • Appointment Practitioner: Get a report of clients who have had appointments with the selected practitioner.

These filters can be useful for generating practitioner-specific reports, reviewing client allocation, identifying which clients a practitioner has seen, or finding clients connected to a practitioner through their profile settings or appointment history. 

Had an Appointment Between and No Appointments Between

These two filters can be extremely powerful when running reports on client activity within your business. 

  • For example, you might want to find a list of all clients who have had an appointment this year but don't have an appointment booked for the future.
    • To do this you would simply set the 'Had an Appointment Between Dates' to the 01/01/THIS YEAR to today's date
    • Use the No Appointments Between filter for additional accuracy of the report
    • Toggle the 'No Future Appointments Slider'

This makes Advanced Search particularly useful for running re-engagement reports or identifying clients who may need follow-up.

Using Multiple Filters to Refine Search Results

You are able to use all of these filters in conjunction with each other. This means that you can refine the results of the search down to look only at what you're after. 

For example, you might want to run the above search but only look at data relevant to a specific practitioner and clients with a particular classification applied. In this case, you would set the above filters up and then simply select the relevant classification (or classifications) and the calendar/practitioner that you're wanting to report on. 

💡 Filtering Logic Tip:

  • Classification toggles use OR logic (not AND).

  • Selecting multiple classifications finds clients with any of them.

  • Also, if you select no toggles, the search defaults to all clients (not just those with no classifications). 

Exporting and refining the results

Once you have tweaked the various filters to your liking you can generate the list of clients (or referrers, third parties or contacts) you can click 'Show Filtered List' to generate the list.

  • Once the list has been generated you can further refine the results:
    • Choose columns to include in the report:
      • Name
      • Date of Birth
      • Number
      • Mobile
      • Role
      • Gender
      • Email
      • Address
      • Status
      • Practitioner
      • Archived
    • Save Layout

 

  • Export it to either PDF, Excel or print it.