Insights

Go to Insights to see how your district is doing, in charts and numbers. Insights is a set of dashboards, one per tab. Each tab holds reports, grouped into sections.

Your dashboards are your own. What you add, move or remove is saved for you, in this account, and nobody else sees the change. Everyone starts from the same ready-made tabs. To give colleagues one of your reports, share it.

You need Open Insights (insights.view) to open the page.

Tabs#

The tabs across the top are your dashboards. You start with:

• Assets. Your devices: overview, lifecycle and value, repairs, fines, audits, check-in/out, planning, funding and compliance. Needs schoolAssets.

• Tickets. Your helpdesk: overview, intake (a flow chart of where tickets come from and the department each goes to), efficiency, workload and timing, time logged, tasks, approvals (approved against denied by request type, by month, and by approver; see Reporting on approvals), and department moves. Needs schoolHelpdesk IT.

  Department Moves (From → To) is a flow chart of tickets moved from one department to another, by a person, a routing rule or AI triage, in the date range. Wide flows show where tickets are first sent to the wrong place. Select a flow to break it down by who moved them or by month, or to list the tickets that moved. A department's members see the moves into and out of their departments; admins see them all. Moves made before this report existed show the department names they had then, and only to people who see every department.

• AI. Your schoolAgent: overview, performance, safety, routing, routing flow (a flow chart of where questions come from, the website or signed-in people, and where each went: answered by the AI or handed to a route, by the route's name) and impact. Needs schoolAgent.

You only see the tabs your plan includes. Tabs you add yourself show after these.

When your account uses departments, Insights follows your workspace: each department has its own Insights, with tabs named after its labels (for example its assets and its tickets) and its own saved layout, and its numbers cover that department alone. IT's is this page; another department's is the first page of its workspace, like /facilities/insights. Switch workspaces in the navigation to see another department's. The AI tab is on IT's Insights only.

The tab you're on is part of the page address, so you can share a link to it. To land on a different tab every time, set Insights home on your profile. That choice is kept in this browser only.

The controls above the dashboard#

Left to right, at the end of the tab row:

• The date range. Shows on a tab that has at least one date-based report, so the Assets tab, whose reports show how things stand today, has none. Starts at All time. Choose This week, Last week, This month, Last month, This year or Last year, or pick two days on the calendar under Custom range. Weeks start on Sunday. The range only changes reports that are based on a date. Those reports show the range in a small tag next to their title. Reports that aren't date-based, like a count of devices today, stay the same. A report set to Compare to shows the range beside earlier periods, like this year against last year; over All time it shows the range alone. See Compare periods.
• Export. This tab as PNG saves a picture of the whole tab. This tab as PDF saves it as a PDF, split into pages. Every report on the tab is drawn first, so a long tab takes a moment.
• Actions. Add dashboard, Add report and Add section. See Arrange your dashboards.

The date range and Export are hidden while you're editing the layout.

Filters#

Select Filter at the top left of a tab to narrow every report on it. You can filter by Location, Team, Assignee, Assigned to, Asset type and Imported. A tab offers only the ones its reports can use: the AI tab offers Location alone, for example.

What each filter matches depends on the report:

• Location. A device's school, a ticket's or work order's own school, a repair's device, a person's home school, a conversation's school. Only the locations your role reaches are listed.
• Team and Assignee. Who a ticket, work order or task is assigned to. Assignee also offers Me (whoever is looking, so a shared link shows each person their own work) and Unassigned (nobody yet). Time logged follows its ticket.
• Assigned to. The person a device is assigned to, and the person who had the device for a repair. Type two or more letters of a name to find someone. You see this filter only if you have View people (users.view) and your role reaches more than your own devices (its asset reach is Their teams' or All); a shared link that picks someone opens without it for anyone else.
• Asset type. A device's type, and the type of the device a ticket, work order or repair is about.
• Imported. All tickets (the default), Imported only or Not imported: whether a ticket was brought in with ticket history import or made in schoolOS, the same as the ticket Imported field in a report. It narrows ticket reports and the time logged on those tickets; other reports say Not filtered by imported.

A report that can't use a filter you've picked (a count of AI conversations can't be narrowed by team) says Not filtered by team next to its title, so its numbers never pass for filtered. Filtered reports that come back empty say Nothing matches the filters. Drilling into a report keeps the filters.

Selecting a bar or slice in a report opens its drill-in window, not a list page: it opens on the records behind the number, and you can break it down attribute by attribute from there. The IT Dashboard and Facilities Dashboard cards are the ones that open the full Assets or Inventory list.

Each pick shows as a chip; select its X, or Clear all. Filters are part of the page address with the tab, so a bookmark or a shared link opens the same view. They work alongside the date range, and only ever narrow what your role already reaches.

For example, an assistant superintendent picks two elementary schools under Location on the Tickets tab and shares the link with those principals: each principal sees the same view, limited to the schools their own role reaches.

A report tile#

Each report sits in a tile with its title at the top. Some tiles have an i next to the title: hover over it to see how each number is worked out.

Many reports let you drill in. Select a bar, slice or number and the drill window opens on the Underlying records: the devices or tickets behind that number, one per row. The list carries the report's own fields, so drilling into Devices by Type lists each device with its type and owner, and Tickets by Assignee lists each ticket with its assignee. Names in the list open their own page: select a ticket, a device or a person (a requester, an assignee, the person a device is assigned to) to go to it. Two tickets with the same subject are listed separately. To break the number down instead, pick another attribute from Show (for example Total Devices by Location), then select a bar to drill in again. The records are always the first choice in Show, at every level. The drill window has Chart and Table views for breakdowns, a trail of where you've been (select a step to go back), and its own … menu, like a tile's: View in Tickets (or View in Assets, View in People: it names the list) opens that list filtered to exactly the rows you're looking at, the dashboard's date range and department included, so Tickets by Status › In Progress for the last 30 days opens the in-progress tickets created in those days. It's offered only when the list shows those same rows, so not while the Insights page's own filters (a school, a grade) are set, which the list has no filter for, and Export as PNG, Export as PDF and Export data (CSV) take the view with the drill filters already applied.

The ⋯ menu (Tile options) in the corner of a tile has:

• Filter. Opens Filter this view. The filter is temporary: it changes only what you see, and it clears when you reload the page. A dot on the ⋯ button, and Filter (active) in the menu, remind you it's on. Clear filter removes it.
• Export as PNG and Export as PDF. A picture of this one tile.
• Export data (CSV). The rows behind the chart, including your temporary filter. Shown only when the report has rows.

While you're editing the layout, the menu also has Edit, Move to section and Remove.

A report with no data stays on the dashboard. The one exception: some ready-made reports are left out when your account has no data of that kind at all, for example a purchase-price report when no device has a purchase price. They come back once the data exists.

Arrange your dashboards#

Select the pencil (Edit dashboard layout) above the first section to start editing. Adding a report, section or dashboard starts editing too.

While editing:

• Drag a tile to move it within its section. Drag its corner to resize it.
• Move to section, in the tile's ⋯ menu, moves it to another section on the same tab.
• Remove, in the tile's ⋯ menu, takes it off this tab.
• Edit, in the tile's ⋯ menu, opens the report in the builder. You see it only if you can open the report builder.
• Section options (the ⋯ next to a section's name) has Rename, Auto-arrange (resets that section's tiles to their default sizes and packs them) and Remove section. Section names only show when a tab has more than one section.
• Drag a tab to reorder the tabs. Tabs you made also get a pencil to rename them and an × to delete them. The ready-made tabs can't be renamed or deleted.
• Colors sets the Main color (for single-series charts and numbers) and the Palette (for charts with several series). It applies to all your tabs.
• Auto-arrange all resets every tile on every tab to its default size and packs them with no gaps.

Select Save to keep your changes, or Cancel to put everything back as it was when you started editing.

If a change can't be saved, you see Couldn't save your dashboards. The change stays on screen until you reload, so try again.

Add a report#

Choose Actions › Add report, or Add report on an empty section. The Add a report window offers:

• Create new. Opens the report builder on its own page, set to save back to this tab. In a department's Insights (Facilities, for example), it's that department's builder, and the report saves to that department's dashboards.
• Add from library. Pick a report from the Report library. Your own saved reports come first, under My reports, including ones you kept with My library only in the report builder. Reports colleagues shared with you follow, under Shared with me, each saying who shared it. The ready-made reports come last. Search with Search reports.... You only see reports your plan includes. A report already on this tab shows Added.

Create new shows only if you can open the report builder (Build reports, reports.view). Without it, you can still add reports from the library.

To start an empty dashboard, choose Actions › Add dashboard, enter a Name and select Create. To add a section, choose Actions › Add section.

Which should I choose?#

| Option | Choose it when | | --- | --- | | Add from library | The report already exists: a ready-made one, one you saved, or one a colleague shared. Fastest, and a shared report stays up to date. | | Create new | The report doesn't exist yet. Name it, start from a template if you like, and save it to this tab. It's also kept in My reports, so you can reuse or share it. |

Shared reports#

Anyone who can build reports (Build reports, reports.view) can share one of their own. In the Report library, open the menu (…) next to one of your reports under My reports and choose Share…. Pick Everyone in your account, or People with these roles and tick the roles, built-in or your account's own. Then select Share. Your report then says who it's shared with, in the library and in the builder's Templates. Choose Sharing… to change that, or Stop sharing.

People you share a report with find it under Shared with me. They can:

• Add it to a dashboard. The tile always shows the report as it is now: when you change it, their tile changes too.
• Save a copy to edit. Opens a copy in the report builder. Saving it makes a report of their own; the shared one stays as it was.

Who should I share with?#

| Option | Choose it when | | --- | --- | | Everyone in your account | The report is useful to anyone who opens Insights, like "Devices by status". | | People with these roles | It's meant for one group, like your technicians or principals, and would only clutter everyone else's Shared with me. |

Either way, nobody sees data they couldn't already see: the choice decides who finds the report, not what it shows them.

Add or save a copy? Choose Add when you want the sharer's report as it is, kept up to date for you. Choose Save a copy to edit when you want to change it, like adding a filter for your school; your copy then no longer follows theirs.

For example, a director of technology in a district with 12 schools builds "Open repairs by school" and shares it with the role your account uses for principals. Each principal whose role reaches only their own school adds it and sees just that school's repairs. The director sees all 12.

Only you, or someone who can manage everyone's shared reports (Manage everyone's shared reports, reports.manage), can change the shared report itself. They find Edit shared report and Sharing… in the same menu, for every report shared in the account, and can remove one with Remove shared report.

A shared report always runs with the access of the person looking at it, never yours. Each person sees only the data they already have access to, so the same report can show them different numbers.

If a shared report is removed, stops being shared with someone, or the person who shared it is deactivated, it leaves Shared with me, and a tile of it on a dashboard says This shared report is no longer available. Edit the dashboard to remove the tile.

What data you see#

Reports never show more than the app would show you:

• Your plan. A report needs the product its data comes from: schoolAssets for devices, repairs, audits and check-in/out; schoolHelpdesk for tickets and tasks; schoolAgent for AI.
• Your pages. You see a kind of data only if you can open the page that shows it. For example, ticket reports need Helpdesk › Tickets, and audit reports need Assets › Audit.
• Your reach. If your role reaches only one district or only your own locations, every number counts only those.
• Your departments. When your account uses departments and your role stops at the ones you belong to, ticket and task reports count those departments' work, and department moves count the moves into or out of them.

So two people looking at the same report can see different numbers. That's expected.