Reports

The Reports page gives you numbers on how your equipment is actually used: time checked out, asset value and depreciation, maintenance performance and costs, utilization, downtime, inventory movement, and how reservations turn into real usage. You find it in the main menu under Stats & Reports > Reports.

Reports are available on the Startup plan and higher. On lower plans the page shows an upgrade note.

The Reports page with a report grouped by user and item.

Running a report

The filter bar at the top controls everything:

1. Report: Pick the report type. Each option shows a one-line description of what it measures.
2. Period: Choose a preset (Today, This week, Last week, This month, Last month, This year, Last year) or set a custom date range.
3. Group by: Choose how the rows are grouped, and in which order — for example first by Users, then by Items. Use the arrows to reorder groupings and the × to remove one. Each report type offers the groupings that make sense for it.
4. Filter: Optionally restrict the report to selected item types, locations, users or categories — tick the values to include and only matching data is counted, in the rows and in the totals. The button shows which filters are active (for example 2 item types, 1 location); Clear all filters brings back the full data set. Each report type offers the filter dimensions that make sense for it.
5. Click Run report.

The result is a collapsible tree: one row per group, with subtotals on every level. Click a row to expand it. Above the table, a chart shows the top groups by a measure of your choice — switch measures with the selector on the chart.

Comparing with the previous period

Period comparison: gray bars and delta badges show the previous period.

Open the Period dropdown and tick Compare with previous period. When you run the report, Itefy also computes the window of the same length immediately before your selected period, and shows the change next to each number — on the top-level rows, on the totals, and as a second (gray) bar series in the chart. Deltas are shown as plain differences (for example +3, −2d 4h or −6%) so you can see at a glance what moved.

Exporting

Click Export and choose Excel (.xlsx), CSV (.csv) or PDF (.pdf). The export uses the same period, grouping and filters as the report on screen.

Saved reports & scheduled emails

Saving a report with a monthly email schedule.

Click Saved in the toolbar to reuse report setups:

• Save current report… stores the current report type, grouping, filters, period and comparison setting under a name. Applying a saved report from the list restores everything and runs it in one click.
• When saving, you can optionally set an email schedule: weekly (sent Monday morning, covering the previous week Monday–Sunday) or monthly (sent on the 1st, covering the previous calendar month). Choose the attachment format (Excel, CSV or PDF) and up to 10 recipient email addresses — recipients don't need an Itefy account.
• Scheduled emails always cover the last full week or month, regardless of the period the report was saved with; the saved period is only used when you apply the report on screen.
• To stop a schedule, delete the saved report from the list (the trash icon).

Report types

Checkout time

Total time items were checked out, across the selected period. Time is capped to the period, so a checkout that started before or ended after only counts the overlap. The time-used column is calculated when Items is included in the grouping.

Checkout activity

Number of checkouts, items, overdue returns, average duration and total time. Overdue counts items returned after — or still out past — their due date.

Asset value

Acquisition value, depreciation and current book value of your assets, as a snapshot at the period end date (straight-line depreciation). Only items with a recorded acquisition value are included.

Maintenance

Issues opened and resolved in the period, mean time to resolve (MTTR), and how many issues are past their deadline.

Utilization

The share of the period each asset was in use versus idle — useful for finding equipment you could sell or lend out. Items that were never checked out show as fully idle.

Reservations

Bookings made, completed and no-shows, plus the average lead time from when a booking was made to when it started. A no-show is a booking whose window passed without being completed.

Costs

Expenses recorded on events — maintenance, repairs, transport and more — for events starting in the period. Group by Classifications to see what maintenance cost versus repairs or transport. An event's expense is split equally across its items, so group totals always add up to the real amount.

Inventory movement

Stock movements on inventory items: how much was added, how much was withdrawn, and the net change — per item, type, location or user. Only movements recorded in the period are counted.

Downtime

Time items spent in the Inoperative condition, the number of incidents, and the resulting uptime share of the period. Useful for spotting equipment that keeps breaking down. Discarded items don't count as downtime.

Planned vs actual

How well reservations match real usage: fulfilment, pickup/return punctuality and item match. This one has its own article: Planned vs Actual.