PerfectTablePlan 5.3.4 > Reference > User interface > Top pane

The Report pane shows reports of your plan. It is not possible to make changes to the plan from this pane.

Type is the type of report:

Report type	Description	Example usages	Editions available
Summary	An overall summary of the current plan	•how many guests have accepted their invitation •how many males vs females •how many of each meal have been ordered by guests	all
Troubleshooting	Identifies issues that may need attention in the current plan	•guests with 'Not near to proximity' that have been placed on a table together •tables with duplicate names •groups with no guests	all
Multi-plan (summary)	Shows where guests were seated across multiple plans in a textual form	•which events Mr John Smith attended and who he sat next to at each event •any guests without 'near to' or 'next to' proximity who have sat next to each other at 2 or more events	Advanced (up to 3 plans) and Professional (up to 50 plans)
Multi-plan (pairs)	Shows how guests pairs were seated across multiple plans in a tabular form	•checking how often pairs of guests were sat next to each other or at the same table across multiple events	Advanced (up to 3 plans) and Professional (up to 50 plans)
Multi-plan (matrix)	Shows how guests were seated across multiple plans in a tabular form	•checking for guests sat next to each other at more than one event	Advanced (up to 3 plans) and Professional (up to 50 plans)
Detailed (summary)	A detailed summary of a particular aspect of the current plan	•how many guests ordered each meal by table •total of 'amount owing' custom field by group	Professional
Detailed (guests)	Similar to a Detailed (summary) report, but also lists guest names	•which guests ordered each meal by table •the names of guests listed by special requirement and table	Professional

Click the Terms... button to change the words used in the report (e.g. to another language). Note that not all text can be replaced in all reports.

You can copy the contents of the whole pane to the clipboard as plain text and HTML using Edit>Copy. Use right click and Copy to copy selected text to the clipboard.

When you are happy with the layout you can print this page with File>Print.

You can export the pane as an Excel CSV, plain text or HTML file using File>Export... and selecting report to text/CSV/HTML file. Select Excel CSV file, Text file or HTML file from the Save as type drop-down in the Export window. Plain text may be useful for emailing to your caterer. HTML preserves the layout and is useful for web pages and other HTML-aware applications, such as Microsoft Word. CSV files can be opened as Excel spreadsheets.

Summary report

The summary report gives overall statistics for your plan.

Troubleshooting report

The trouble shooting report checks for the following 40 potential issues in your plan. If there are more than 100 results for any one issue, only the first 100 will be displayed for brevity.

For the purposes of the report seated 'next to' means the seat to the immediate left or right and seated 'near to' means on same table, table section (for E-shaped tables) or row of seats.

Issue	Notes	Reported
Empty guest IDs		Professional edition only
Duplicate guest IDs	case insensitive the number of duplicates is shown in brackets	Professional edition only
Duplicate guest Title+First+Last names	case insensitive the number of duplicates is shown in brackets	always
Duplicate guest display names	case insensitive the number of duplicates is shown in brackets	always
Guests without titles		if ≥75% of guests have titles
Guests with gender different to title default	The default gender for a title is set in 'Titles' tab of the 'Preferences' window	always
Guests with age different to title default	The default age for a title is set in 'Titles' tab of the 'Preferences' window	always
Guests with undefined gender		if ≥75% of guests have defined genders
Guests with unset RSVP		if ≥75% of guests have RSVP set
RSVP Declined/Cancelled guests assigned to seats		always
RSVP Accepted/Arrived guests not assigned to seats		always
Assigned VIP guests not at VIP tables		if 1 or more VIP tables
Assigned guests without meals		if ≥75% of assigned guests have meals set
Proximity 'Next to' guests not seated near to each other	unassigned guests are ignored	always
Proximity 'Next to' guests seated near but not next to each other	unassigned guests are ignored	always
Proximity 'Near to' guests not seated near to each other	unassigned guests are ignored	always
Proximity 'Not near to' guests seated next to each other	unassigned guests are ignored	always
Proximity 'Not near to' guests seated near but not next to each other	unassigned guests are ignored	always
Proximity 'Not next to' guests seated next to each other	unassigned guests are ignored	always
Proximity 'Not next to' guests seated near but not next to each other	unassigned guests are ignored	always
Guests with all 'Next to' and 'Near to' proximities unfulfilled	guest has at least 1 'Next to' or 'Near to' proximity set but none of these proximities are satisfied the number of 'next to' and 'near to' proximities unfulfilled is shown in brackets unassigned guests are ignored	always
Guests with all 'Next to' proximities unfulfilled	guest has at least 1 'Next to' proximity set but none of these proximities are satisfied the number of 'next to' proximities unfulfilled is shown in brackets not shown if displayed in "All 'Next to' and 'Near to' Proximities unfulfilled" unassigned guests are ignored	always
Guests with no proximity	unassigned guests are ignored	if ≥75% of assigned guests have proximities set
Guests with >2 'Next to' proximities	a guest can only sit next to a maximum of 2 other guests unassigned guests are ignored	always
Guests with >n 'Next to' and 'Near to' proximities	if the biggest table is 10 seats then a guest can only sit next to or near to a maximum of 9 other guests unassigned guests are ignored	if there is at least 1 table
Duplicate group names	case insensitive the number of duplicates is shown in brackets	always
Groups with no members		always
Groups with anonymous members	the number of anonymous members is shown in brackets	always
Groups with incomplete contact details	groups with the 'Address 1' or 'City' contact fields not set	if ≥75% of groups have contact details set
Duplicate table names	case insensitive the number of duplicates is shown in brackets	always
Tables with empty seats	the number of empty seats is shown in brackets	if ≥75% of tables have no empty seats

Video with audio (1:10 minutes)

Advanced and Professional editions only

Multi-plan reports

Click the Choose plans... button to select which plans to include in your report. The Choose plans window will appear. The maximum number of plans depends on which Edition of PerfectTablePlan you have.

In the Professional edition you can select from the Match by drop-down list depending on whether you want to match guests between plans by their ID or name (Title+First name+Last name, case is ignored). In the Advanced edition guests are always matched between plans by name.

Note Guests will only have the same ID if:

1.You copied a plan (e.g. using File>Save As); or

2.You imported the same ID for the same guest to multiple plans.

Click Go to create the report.

Multi-plan (summary) report

Check the detailed check box if you want to include a detailed report on each guest (this can make the report very long).

Multi-plan (pairs) report

Set Show guests sat depending on whether you are interested in guests sat at the same table (table section for E-shaped tables) or just guests sat next to/opposite each other.

Set the times value to set the threshold for how many time a pairing has to occur before it is displayed. For example, to show guests that are sat on the same table more than once set Show guests sat to same table/section and times to >1.

Proximity is shown by colour (see the key in the report). Potential problems are highlighted in yellow, the greater the issue the darker the yellow.

multi-seating-pairs-report

In the above example we can see that:

1.Mr Andrew Adams and Mrs Nikki Adams were seated next to each other in seatings 1,2 and 3. The proximity for all 3 seatings was 'Next to' (denoted by the red background colour).

2.Mrs Rose Atwell sat on the same table as (but not next to or opposite) Mrs Nikki Adams for seating 3. Their proximity was neutral.

3.Mrs Michelle Blaire was sat at the same table as (but not next to or opposite) Mrs Rose Atwell for seatings 1 and 2. The proximity for seating 2 was 'Not next to' (denoted by the grey bakcground colour). The yellow background colour of the cell shows that there is a potential issue (guests with 'Not next to' proximity sat at the same table).

Multi-plan (matrix) report

Set Show guests sat depending on whether you are interested in guests sat at the same table (table section for E-shaped tables) or just guests sat next to/opposite each other.

Proximity is shown by colour (see the key in the report). Potential problems are highlighted in yellow, the greater the issue the darker the yellow.

multi-seating-report

In the above example we can see that:

4.Mr Andrew Adams and Mrs Nikki Adams were seated next to (denoted by a '*') each other in seatings 1,2,3 and 4. The proximity for all 4 seatings was 'Next to' (denoted by the red colour).

5.Mrs Rose Atwell sat on the same table as (but not next to or opposite) Mr Colin Ayer for seating 3. Their proximity was neutral.

6.Mrs Michelle Blaire sat next to or opposite Mr Colin Ayer for seating 4. Their proximity was neutral.

7.Mrs Cynthia Brown was sat at the same table as (but not next to or opposite) Mr Andrew Adams and Mrs Nikki Adams for seatings 1 and 2. The proximity for seating 2 was 'Not next to' (denoted by the grey colour). The yellow colour of the cell shows that there is a potential issue (guests with 'Not next to' proximity sat at the same table).

Professional edition only

Detailed (summary) and Detailed (guests) reports

Display is the guest property you wish to display, e.g. the meal choice.

By is how you want to group the results, e.g. by table. Choose N/A if you don't want to group the results.

For allows you to specify which guests you wish to include in your report.

For example, if you have a custom field 'amount owing' and you want a total of how much money is owed by each group for all the people that have accepted their invitations set Type to 'Detailed summary', Display to 'amount owing', By to 'Group' and For to 'RSVP accepted'.

Video with audio (0:40 minutes)