Analytics User Guide

1Getting started

Analytics turns the records your practice already keeps in Tacklit (referrals, appointments, assessments, invoices, notes and consents) into reports you can read at a glance. You don't need to enter anything: what you see comes straight from your workspace.

Opening Analytics

Open Analytics from inside Tacklit. You're signed in already, so there's no separate password. Analytics is available to users with Admin access in Tacklit.

Your data stays in your workspace

Everything you see, save and share is limited to your own practice's workspace. Nobody in another practice can see your reports, tables or numbers.

Your first five minutes

Check the data badge. Next to Your reports at the top of the page, a coloured badge tells you how current your data is, for example Your data · updated 2 hours ago. Green means it's fresh.
Open a report. Click All reports in the left panel and pick a card, such as 3.2 Appointment Flow & DNA.
Change the time range. Use the Time range menu at the top right of the report. Every chart on the page updates.
Ask a question. Switch to Data Agent using the toggle in the header and type something like “How many referrals did we get last month?”
Pin what you use. Hover over a report in the left panel and click the pin icon. It now sits at the top under Pinned.

Tip

Most charts have a short explanation underneath them. If you'd rather not see them, click the i button in the header. They collapse to a small icon you can hover over whenever you need them.

2Finding your way around

Analytics +

Search reports

All reports

Data Agent

Table builder

Clinical Outcomes

Pinned

3.2 Appointment Flow…

Clinical Outcomes & Safety

1.1 Outcome Measure…

1.2 Workspace-Wide…

Your reports Your data · updated… Dashboards | Data AgentiHelpFeedback B

3.2 Appointment Flow & DNALast 3 months ▾Export CSVC

A The report panel: search, the four main areas, your pinned reports, then every report grouped by topic.
B The header: data freshness badge, the Dashboards / Data Agent switch, the explanations toggle, Help (this guide) and Feedback.
C The report's own controls: time range, export, customise and edit.
D The report itself: KPI cards, charts and tables.

The left panel

All reports: Every pre-built and custom report, shown as cards grouped into five topics. The number beside it is how many you can see.
Data Agent: Ask questions in plain English and get an answer, a table or a chart.
Table builder: Build your own list or summary table: choose what each row is, pick columns, filter and save.
Clinical Outcomes: A dedicated workspace for assessment scores and how clients are progressing.
Pinned: Reports you've pinned. Pins are saved in your browser, so they're personal to you and to that device.
Topic sections: Click a section heading to fold it away. Searching opens folded sections automatically so a match is never hidden.

Search reports filters both the left panel and the All reports page by title. Type “DNA”, “consent” or a report number like “2.3”.

The header

Data freshness badge: How recently your data was loaded. Hover it for the exact time. See When something looks wrong for what each colour means.
Dashboards / Data Agent: Switch between browsing reports and asking questions.
i (explanations): Show or hide the explanation notes under charts, everywhere at once. Turning it back on also brings back any notes you closed one by one.
Help: Opens this guide in a new tab.
Feedback: Tell us what's confusing, missing or wrong on the page you're looking at. Press Ctrl/⌘ + Enter to send.

3Reading a dashboard

Each report (we also call them dashboards) is a page of related numbers. Most are made of widgets:

KPI card a single headline number
Line / Area chart a trend over time
Bar chart comparing categories
Pie chart share of a whole
Table the detail behind it

Hover over any point on a chart to see its exact value.

Changing the time range

The Time range menu at the top right applies to every widget on the page. Choose from:

This weekLast weekThis monthLast monthLast 3 monthsLast 6 monthsAll 12 months

Your choice is just for you and lasts for this visit. Other people still open the report on its default.
Some charts count by month. If you pick a week, they show the whole month that week falls in. A small badge on the widget tells you when this happens.
A few widgets have no dates at all (for example, a current snapshot), so the range doesn't change them. They're marked too.
Dates follow your practice's own calendar and time zone.

Small badges on widgets

Look at the top-right corner of a widget. Hover any badge for the full explanation:

A date badge means the widget keeps its own saved date range. Pick anything other than All 12 months to override it.
An assumption note means a figure is estimated or derived rather than recorded directly. The note says what was assumed.

Live-chart reports

Some reports, marked Live charts on their card, are purpose-built pages rather than a grid of widgets. They have their own filters (practitioner, assessment, period and so on) inside the page instead of the time range menu at the top.

4The pre-built reports

Reports are numbered by topic. Your practice may see a slightly different list.

1. Clinical Outcomes & Safety

1.1 Outcome Measure Trends: How client scores change between baseline, progress and discharge, per client and across your caseload.
1.2 Workspace-Wide Outcome Summary: Who got better, stayed the same or got worse, measured by reliable change.
1.3 Risk Dashboard: Where your clients sit on risk right now, and who needs attention.
1.4 Assessment Completion Rates: Who's overdue for an assessment, and how many you send versus get back.

2. Financial Performance

2.1 Revenue Overview: What you collected each month, and which funders and referrers it came through.
2.2 Aged Receivables: What you're owed, how long it's been outstanding, and who owes it.
2.3 Session Economics: Earnings by appointment type, delivery mode and time of day, and how full your schedule is.
2.4 Medicare/DVA Claiming: Claims submitted, rejections, and how long payment takes.
2.5 Payments: Every payment received, who it was for, and whether it matches the appointment's fee.

3. Operations & Utilisation

3.1 Practitioner Workload: How caseload is spread across the team, compared to target.
3.2 Appointment Flow & DNA: How many booked appointments are attended, missed or cancelled late.
3.3 Waitlist & Referral Pipeline: Referrals coming in, how many become clients, and how long people wait.
3.4 Tasks: Tasks your team completes, and what's still waiting.
3.5 Outstanding Forms: Which forms are still outstanding, and for how long.
3.6 Referrer Trends: Referrals from each referrer over time, and who's sending more or fewer.

4. Client Engagement

4.1 Client Journey Funnel: Where people drop out between referral and discharge.
4.2 Portal Engagement: Who's signed up to the client portal, and who still needs chasing.

5. Compliance & Governance

5.1 Documentation Compliance: How many sessions have a note, and how long notes take to write up.
5.2 Consent & Record Compliance: Who's given consent, more than once, or has none on file.

Which report answers my question?

“Are clients getting better?”	1.2, or Clinical Outcomes
“Who's overdue an assessment?”	1.4
“Who owes us money?”	2.2
“How many no-shows did we have?”	3.2
“How long is our waitlist?”	3.3
“Which notes are still to be written?”	5.1
“Something else entirely”	Ask the Data Agent, or build a table

5Asking the Data Agent

The Data Agent answers questions about your practice in plain English. Depending on the question, it replies with a sentence, builds a table or draws a chart.

Click Data Agent in the left panel or the header switch.
Type into Ask about referrals, revenue, outcomes… and press Enter, or click one of the suggested questions.
The reply appears in the chat. Any table or chart appears in the pane on the right.
Ask a follow-up. The agent remembers the conversation, so “now split that by practitioner” works.
Save the result with CSV (the data) or PNG (a picture of the chart).

Questions that work well

Who was our biggest referrer last month?
List our top referrers this year by count
Show me referrals by month for the last year

Getting better answers

Say the time period: “last month”, “this year”, “since July”.
Say the shape you want: “list”, “by month”, “chart”.
Answer its questions. If something's ambiguous, it asks before guessing.
If it says “I couldn't work that one out”, rephrase using the words you see in the reports.

Check before you share

The agent is a quick way to explore. For figures going into a board report or funding submission, confirm them against the matching pre-built report or a saved table.

6Building a table

The Table builder is for questions the pre-built reports don't answer: a list of every client referred by a particular GP, appointments by funder this quarter, or clients waiting longest for a first session. Build it in four steps, then run it.

Step 1: What does each row represent?

Pick what one row of your table is. This decides which columns you can add.

Client one row per client record Staff one row per practitioner Appointment one row per appointment Invoice one row per invoice Referral one row per referral Group one row per group Group member one row per client in a group Assessment one row per assessment score Assessment outcome one row per client per instrument, with first and last score Form one row per form sent to a client Activity one row per activity on a client's record

Then choose how rows are shown in the Rows menu:

One row per … gives a detailed list, for example every appointment.
Summarised (grouped, with measures) gives totals, for example the number of appointments per practitioner per month. You need at least one measure column (a count, sum or average).

Changing the row type starts the table again: columns, filters, date range and sort are cleared.

Step 2: Columns

Click Add a column… and type to search. Columns are grouped: fields on the row itself, then Measures (summarised tables only), then linked details such as Client, Practitioner, Episode and your Client data form (CDF) fields.
Tip: type a group name, like “cdf”, to see every field in that group.
Use the up and down arrows to reorder columns, and × to remove one. You can add up to 100.
In a summarised table, each measure has its own Sum / Average / Count / Min / Max choice.
Sort rows by chooses the order. The default is shown in the menu, for example Default (newest date first).

Step 3: Date range

Choose a preset or Custom dates. The table builder has more presets than dashboards, including quarters and academic years (September to August):

This weekLast weekThis monthLast monthThis quarterLast quarterThis academic yearLast academic yearLast 3 monthsLast 6 monthsLast 12 monthsCustom dates

The line under the menu starts with “By …” and tells you which date the range applies to (for a referral, for example, the date received) and the exact dates covered.
Custom ranges can cover up to about 13 months (400 days).
A saved preset moves with the calendar: a table saved on Last month always shows the month just gone.
Some row types, such as Staff or Group, have no date, so the table covers all of them.

Step 4: Filters

Click Add a filter… and pick a field. It doesn't need to be one of your columns. Then pick how to compare (for example is, is one of, contains, before, between) and a value. Where the practice has a fixed list of values, you choose from a dropdown.

Plain filters all have to match (they're joined by “and”).
Add an OR group when a row only needs to match one of several conditions. For example, an Any of these group with Funder is Medicare and Funder is DVA.
A sentence under the filters reads your rules back in plain English, so you can check them, for example Shows rows where Package contains “Schools”, and either …
Some fields can hold several values on one row (“A, B”). Use contains to match one of them.
You can have up to 10 filters and 5 OR groups. A filter with no value yet is ignored.

Run, save, publish

Run table: Shows the results below. Up to 500 detail rows or 200 summarised rows appear on screen. If there are more, the table says so.
Save / Update: Give it a Table name and save it to the Saved tables menu at the top right, so you can reopen it later.
Publish as custom report: After running, puts the table on a dashboard: a new custom report, or one you already have. That's how you share a table with your team.
CSV: Downloads every row, up to 10,000 detail rows or 1,000 summarised rows, using the same column names you see.

Client names in results link to the client's profile in Tacklit, opening in a new tab.
Long text is shortened in the table. Hover over it to read the full text.
A dash (—) means there's no value recorded.

Deleting a saved table

The Delete button next to Saved tables removes the table straight away, with no “are you sure?” step.

Worked example: appointments by funder last quarter

Row type: Appointment. Rows: Summarised.
Columns: add Funder, then the measure Appointments, and Fees (Sum).
Date range: Last quarter.
Filter: Attendance is Attended.
Click Run table. Save it as “Attended by funder”, or publish it to a dashboard.

Worked example: clients still waiting for a first session

Row type: Client. Rows: One row per client.
Columns: Client, First referral date, Days to first session, and Practitioner details if you want them.
Sort rows by First referral date, oldest first.
Run it. Clients with a dash in Days to first session haven't had one yet.

7Clinical Outcomes

Clinical Outcomes shows whether clients improve, measured from their assessment scores. Results are worked out per client and per assessment, because not every reading is linked to an episode of care.

Before you start: how sure is each chart?

Each chart is labelled with how firm its numbers are. Hover the badge to see why.

Measured (no badge)	Straight from your recorded data.
Estimate	Calculated from your data using reasonable assumptions.
Partial	Real data, but only some readings qualify, for example only those linked to an episode.
Illustrative	Example numbers only, because Tacklit doesn't record that information yet. Don't quote these.

Page filters

Respondent: All, or Client-reported to leave out parent, teacher and student versions of a measure.
Instrument: All instruments, or one measure such as PHQ-9 or K10. Several charts below also have their own instrument picker.

There's no time range at the top. Some charts have their own year picker.

How change is judged

A score going down by a point or two might just be a good or bad day. To count as real change, the difference has to be bigger than the measure's reliable change threshold. Each client's result falls into one of five groups:

Reliable recovery: Improved by more than the threshold, and moved out of the clinical range.
Recovered: Moved out of the clinical range, but by less than the threshold.
Reliable improvement: Improved by more than the threshold, but still in the clinical range.
No reliable change: Changed by less than the threshold either way.
Deterioration: Got worse by more than the threshold.

These groups are calculated for PHQ-9, GAD-7, K10 and CORE-10. Other measures (for example DASS subscales or WEMWBS) still show scores and severity bands, but not recovery.

The charts, top to bottom

Measurement capture funnel: Where you lose clients between being in care and having a usable outcome: In care → Measured → Baseline captured → Change calculable → Outcome available. Start here. The biggest drop is what to fix first, and no recovery rate is trustworthy until baselines are being captured.
Outcome distribution over time: The share of clients in each of the five groups, by quarter or year.
Assessments collected by month: How many assessments you collect. Break it down by client tag or group. Click a legend item to show just that group; that total is safe to quote for a report about it.
Compare groups: Improvement or recovery rate by instrument, practitioner, gender or site, against a dashed benchmark line for the whole service. This isn't adjusted for case mix: a lower bar can just mean a harder caseload.
Individual trajectory: Pick a client and a measure to see every reading, with severity bands and the clinical cut-off line.
Reliable change (Jacobson-Truax): Appears once you pick a single instrument. Each dot is a client: starting score across, latest score down. The grey corridor is “no reliable change”.
Client change waterfall: One bar per client showing how much their score moved between two points, for example Baseline to Discharge measure.
Assessment progression by client: A heat map of each client's scores over time, from declining to improving. Hover a cell for the change.
Trajectory across tag points: The average score at up to three points (for example Baseline, Progress monitoring, Discharge measure), with a confidence band.

Why some numbers are hidden

To protect client privacy, any period or group with fewer than 5 clients is hidden. Where a figure rests on very few assessments, the chart tells you to read it with caution.

Getting better outcome data

Most gaps come from how assessments are tagged in Tacklit. Tag the first assessment as Baseline and the last as Discharge measure, and collect at least two readings per client, so change can be measured.

The 1.1 Outcome Measure Trends report shows several of these charts too. Clinical Outcomes has no export button. To get outcome data as a file, build an Assessment outcome table in the Table builder.

8Making your own dashboard

There are two ways to get a dashboard of your own.

Start from a pre-built report

Pre-built reports are read-only, so everyone sees the same thing. To change one, open it and click Customise. This makes an editable copy called “… (custom)” under Custom Reports. The original stays as it was.

Start from scratch

Click the + next to Analytics at the top of the left panel, or the New custom dashboard card on All reports.
Give it a Dashboard name and a Description.
In the Add a widget panel on the right, set the widget up:
- Title and Type: KPI card, Line chart, Bar chart, Area chart, Pie chart or Table.
- Source: the data it reads, for example appointments or referrals.
- Metrics: what to measure, and the Aggregation (Auto, Sum, Average, Count, Min, Max).
- Group by: what goes along the axis (month, practitioner…). Split by adds a second breakdown as separate series.
- Filters and a Row limit if you need them.
Click Add widget. Repeat for as many as you need.
Drag widgets by their header to rearrange them, and drag the bottom-right corner to resize.
Click Save dashboard.

Changing a custom dashboard later

Click Edit to rename it, add widgets (Add widget), edit or remove existing ones, and rearrange the grid. Click Done when you're finished.
Setting the default range: a range you pick while editing becomes the one everyone opens the dashboard on. Outside Edit mode, the range is just for you.
You can also put a saved table from the Table builder on a dashboard. See Building a table.
Delete removes a custom dashboard for everyone. It can't be undone.

9Exporting

From	Button	What you get
A dashboard	Export CSV	One CSV file with a section per widget, using the time range you've picked. Saved tables on the dashboard export every row, not just the ones shown. Live charts reports don't have this button.
Data Agent	CSV / PNG	The current answer's data, or an image of the chart.
Table builder	CSV	Your table, with every row up to 10,000 (or 1,000 summarised). See Building a table.
Clinical Outcomes	None	Build an Assessment outcome table instead.

Handle exports with care

Exports can contain client names and clinical details. Store them somewhere secure, share them only with people who need them, and delete them when you're done, in line with your practice's privacy policy.

10When something looks wrong

The data badge

Your data · updated 2 hours ago	All good. Data usually refreshes a few times a day.
Your data · updated 2 days ago	The latest load is overdue. You can keep working, but recent bookings or payments may be missing. Let us know if it stays this way.
Data unavailable	We couldn't reach your data. Reload the page; if it persists, use Feedback.
Your data · connected	Connected, but we can't tell when it last updated.

Common situations

“Your analytics session has ended”

Sessions close after a period of inactivity, and after 8 hours at most. You're still signed in to Tacklit and nothing is lost. Go to another page in Tacklit and come back to Analytics to start a fresh session.

“You do not have access to Analytics”

Your sign-in worked, but Analytics isn't set up for your account yet. Analytics needs Admin access in Tacklit, so ask an administrator at your practice to check yours, then reload the page.

A chart says “No data available”

Nothing matched for that period. Try a longer time range. If you expected data, check that the records exist in Tacklit (for example, that appointments have been marked attended).

A widget says it failed to load

Click Try again on the widget. If it keeps failing, send Feedback from that page so we know exactly where.

A number doesn't match what I see in Tacklit

First check the data badge: something entered in the last few hours may not have loaded yet. Then check the time range and any filters. If it's still different, send Feedback with the report name and the number you expected.

My pins disappeared

Pins and folded sections are stored in your browser. A different computer or browser, or clearing your browsing data, starts you fresh.

11Glossary

Workspace: Your practice's own space in Tacklit. All your data is scoped to it.
Dashboard / report: A page of related charts and numbers. Pre-built ones are read-only; custom ones can be edited.
Widget: One chart, KPI card or table on a dashboard.
KPI: Key performance indicator: a single headline number.
DNA: Did not attend: a booked appointment the client missed without cancelling.
Late cancellation: An appointment cancelled too close to its start time to rebook.
Referrer: The person or organisation who referred a client to you.
Funder: Who pays for the session, for example Medicare, DVA, an insurer, or the client.
Aged receivables: Invoices not yet paid, grouped by how long they've been outstanding.
Baseline: A client's first assessment score, used as the starting point to measure change.
Reliable change: A change in score big enough that it's unlikely to be measurement noise. See Clinical Outcomes.
Utilisation: How much of the available appointment time is actually booked.