Reporting

Reporting is every report in one place: what each person did, calls, texts, emails, deals, appointments, where your contacts came from, the leaderboard and each agent's goals. Open Reporting from the left menu, with the other Team pages. It replaces the separate Statistics, Agent Performance and Agent Goals menu entries.

Who sees which report

Owners and admins see every report with the whole workspace's numbers. Everyone else sees the same tabs, each narrowed to their own slice: an agent sees their own leads and activity, and a team lead sees their team. A few workspace-wide parts inside a report stay with owners and admins: the Performance by channel part of Marketing, and on Batch Emails the deliverability, top campaigns, monthly reports and Business Intelligence parts. On the agent reports, each person sees only the rows they are allowed to see (see Agent Performance). Lenders don't see Lead Sources, Calls, Texts, Batch Emails, Marketing or Deals, or the inquiries report on Properties.

Bookmarks to the old Statistics, Agent Performance and Agent Goals pages still work. They open Reporting on the matching tab.

The tab bar

A tab bar runs across the top of Reporting. Each tab has its own address, so you can bookmark one or send it to someone.

Tab	Who sees it	What it shows
Overview	Everyone	A card for each report, grouped under Agents, Lead Sources and Marketing. Click a card to open that report. A card that says Not available yet is a report Yapii doesn't have.
Agent Activity	Everyone	What each person did: new leads, calls, emails, texts, notes, tasks and appointments, with a chart and links to the people behind a number.
Properties	Everyone	Your listings, and which properties and zip codes get the most inquiries, with the people behind each inquiry (everyone but lenders; owners and admins see all inquiries, everyone else only their own contacts').
Lead Sources	Everyone, narrowed to their own slice	Where your contacts came from, in seven views, plus contact growth over time.
Calls	Everyone, narrowed to their own slice	A call report per agent with the change against the period before, or the list of call logs.
Texts	Everyone, narrowed to their own slice	Texts sent and received per phone number, with how well they were delivered, plus texts over time.
Batch Emails	Everyone, narrowed to their own slice	Your recent bulk email sends and how they did. Owners and admins also get deliverability, the monthly reports and the report builder.
Marketing	Everyone, narrowed to their own slice	Leads, appointments and deals by platform, campaign and medium, by first touch or all marketing. Owners and admins also get the channel breakdown.
Deals	Everyone, narrowed to their own slice	Deals by stage, deals closing soon, a chart and a list of deals, plus a pipeline summary.
Appointments	Everyone	A list of appointments with their outcomes, plus set, held and no-show figures per agent.
Leaderboard	Everyone	Everyone ranked, compared with the period before, on Activity (with points), Calls, Outcomes and Deals tabs.
Agent Goals	Everyone	Targets per agent and how far along each one is, for the current period or a whole year.

Choosing a period

The tables that look like a report ("Show me ..."), and the Appointments, Marketing and Properties reports, have their own period buttons: Today, Yesterday, This week, Last week, This month, Last month, Last 14 days, Last 30 days, Last 90 days, This year, Last year, All time and Custom. Weeks run Monday to Sunday. All time has no period before it to compare with. Custom shows two date boxes. Pick a first and a last day and the report counts those whole days, from the start of the first to the end of the last. Batch Emails and Deals have their own period menus, described in their sections below.

The sections marked "over time" (and the lower parts of Batch Emails, Marketing and Deals) share one set of buttons above them: Today, Yesterday, Last 7 Days, Last 14 Days, Last 30 Days, Last 90 Days, This Month, This Year, Last Year, All Time or Custom. Last Year is the whole of the year before this one. All Time starts on the day your workspace was created. Custom there waits for you to click Apply, and can start up to 12 months back. Turn on Compare to prior period to see the change against the period before. It is not offered on All Time, which has nothing before it.

Days, weeks and months follow your workspace's time zone, not your computer's, so "Yesterday" is the same day for everyone and on every tab. That includes the days in a custom range, the times in the Batch Emails details and the files you export.

Reading a number

• Most tiles and many column headings have a small information icon. Open it to read exactly what that number counts.
• A table with 10 or more rows gets a search box above it that narrows the rows on screen. See Searching a long list.
• Click an agent's name on Agent Activity, Calls, Texts, Appointments or the leaderboard to open that agent's own page for the same dates: their activity, calls, texts by number and lead sources, with a Back to link to where you were. The Find an agent... box beside the period buttons does the same. Owners, admins and team leads can open anyone. Anyone else can open only their own page.
• On an agent's own page, a tile above zero is a link. Most open Contacts filtered to the people behind the number, for that agent and the same dates. Currently Assigned Leads opens Contacts filtered to the leads they hold now. Calls opens a list of their calls (contact, agent, direction, outcome, duration and time), and Home value emails a list of the ones sent (contact, sent, opened and clicked), each with Back to agent stats. A tile showing 0, or Not recorded yet, is plain text.

Lead Sources

Choose what to look at from Show me, then pick who to count (Everyone, a team or one teammate) and a period. A menu beside the picker, which starts on All leads, narrows the lead figures by how the contact first came into Yapii (Web leads, Manual leads, Imported leads, CRM sync leads or Unknown, the same choices as on Agent Activity). It narrows new leads, leads not acted on, speed to follow up, contact attempts and responses. Calls, emails and the other activity counts, closed deals and website activity are not narrowed. An export of the view carries the pick. Each view has a tile per measure with the total across all sources and the figure for the period before, and a row for each lead source:

• Total lead count and total activity by lead source: new leads, calls, emails, texts, notes, tasks completed and appointments. Calls here counts only calls a person placed, so it can differ from Calls on Agent Activity, which also counts inbound calls that connected.
• How many leads we have not acted on: leads not acted on, not called, not emailed and not texted.
• How quickly we follow up on leads (this is speed to lead): average time to the first action, call, text and email.
• How many times we try to contact each lead: average contact attempts, and call, email and text attempts.
• What lead source has the most lead responses: the share of leads that replied, by email, phone or text.
• Which lead source has the most closed deals: deals closed, deal value, commission and conversion rate. Conversion Rate is the share of leads created in the period that have closed a deal, whenever the deal closed. Deals Closed, Deal Value and Deal Commission still count deals that closed in the period, whenever the lead arrived, so the rate and the deal count can differ. Deals copied in from Follow Up Boss are left out of the deals closed, deal value and commission.
• Which lead source has the most website activity: Website Registrations, Inquiries, Properties Viewed, Properties Saved and Page Views, filed under the source that sent each visit. A page view is filed under the source of the person the visitor turned out to be, or Unknown when they were never identified.

Under the tiles is a chart of the same figures over time, added up across every source the view covers, so its total matches the table under the same choices. Pick a measure from the first menu (New Leads, Calls, Emails, Texts, Notes, Tasks Completed or Appointments), and if you like a second one after vs. Choose Hourly, Daily or Weekly. It follows the same picker, period and lead menu as the rest of the report.

Below that, Contacts by source over time shows how your contact list grew in the period.

Calls

Choose call report or call logs from Show me.

• Call report: a row per agent with Calls Made, Connected, Conversations, Received, Calls Missed and Total Talk Time. A call counts as Connected at 1 minute or more and as a Conversation at 2 minutes or more. A menu picks Everyone, Me, a team or, for owners, admins and team leads, one teammate. The tiles above the table count each person once, even if two agents called them, say how many people are behind the number, and show the change against the period before. Click a tile (not Total Talk Time) to list the calls behind it: the person, whether it was incoming or outgoing, the agent, how long it lasted and when. If the list is cut short, it says so. Below the table, Calls over time charts call volume for the period at the top.
• Call logs: every call, newest first, with the agent and their number, whether it was inbound or outbound, the person, when it happened, how long it lasted and which inbox it came through. Pick one agent or Everyone. The time column says how long ago the call was, and hovering over it shows the full date and time in your workspace's time zone. Click Load more for older calls. You only see calls on contacts you are allowed to see. The search box above the list, Search calls by contact name, email or phone, finds the calls with a person by any of the three. It waits for at least 3 characters. If more than 1,000 contacts match, it shows the calls of the first 1,000 and says so, so type more of the name to narrow it. For inbound calls, Call logs credit the teammate who answered, while the Call report credits the owner of the number that was called, so one inbound call can sit under different people in the two.

To hear a call, click the play icon on its row. It opens the call's page, where the Recording section has the player. Calls made from the dialer in your browser or through the phone bridge play through Yapii itself. On a call Claire made, a Boost caller switch sits under the player. It is on by default and makes the other person's side louder, so it is easier to hear beside Claire's voice. Turn it off to hear the original. If a recording can't be played, the player says why.

Texts

A tile for each of Texts Sent, Texts Received, Delivery Rate, Opt-Outs, Carrier Filtered and Other Errors, then a row for each phone number. Most tiles show the change against the period before. Delivery Rate has a word beside the percentage: Excellent (97 to 100), Good (95 to 96), Low (90 to 94) or Very Low (89 or lower). Opt-Outs counts each contact once, however many of your numbers they stopped. Click a number's row to see the individual texts behind it. Below the table, Texts over time charts daily sent and received texts.

Owners and admins can also see how each text campaign did: open Campaigns and click Text performance. It lists every text campaign you have sent with Sent, Replies, Opt outs and a Score from 0 to 100. It covers campaign texts only, not texts sent one to one.

Batch Emails

On Lead Sources, Deals and Batch Emails, a number that counts records is a link. A rate, an average or money is not. On Lead Sources, click a count of leads, calls, emails, texts, notes, tasks, appointments, closed deals or website activity to open Contacts filtered to the people it counts, for that source, those dates and the agent or team you picked. On Deals, click the count on a stage chip or on a Closing in box to show just those deals, and click it again to clear. On Batch Emails, click Recipients, Sent, Opens, Clicks, Unsubscribes or Bounces to open that campaign with its list of sends filtered to that count. A count that cannot be listed exactly stays plain, and hovering over it says why.

Recent Batch Emails lists your bulk email sends, newest first: the subject, when it was created, its status, and recipients, sent, opens, clicks, unsubscribes and bounces. Opens, clicks, unsubscribes and bounces show a count and its percentage of the recipients. Text campaigns are not listed. Status is Scheduled, Sending, Finished, Paused, Failed or Draft. A send that someone paused shows Paused, and one that came due and never began shows Failed. Click Cancel beside a Scheduled send to stop it before it goes. Click a row to open its details: who it was from, when it was created and sent (in your workspace's time zone), the recipients targeted, how many were sent, and the subject.

The date menu above the list offers Last 30 days, Last 90 days, Last 365 days (the one it starts on), All time or Custom. Owners, admins and team leads can also narrow it to one agent (Everyone to start). The list holds up to 200 sends. Below it, owners and admins get the rest of the email reporting, and everyone else sees the Email performance numbers for the period:

• Email Deliverability: how well your emails are getting through.
• Campaign metrics and Top Campaigns. Several of these have a download icon for a spreadsheet (CSV) file.
• Seller Monthly Emails: how the monthly home value email is doing.
• Monthly Broker Reports: reports Yapii creates at the start of each month, with a PDF to download.
• Business Intelligence Reports: ready-made reports you can run or schedule (see below).

Marketing

Marketing Report shows, for each platform, campaign and medium, the Leads, Appointments, Deals Closed and Deal Value that came from it. It reads the campaign tags (UTM) that a lead source sent with the lead. Pick a period, then a Marketing type. First touch credits each lead once, to the first tagged visit it ever had, and puts leads that never had one in an Unknown row at the bottom. All marketing credits a lead under every platform, campaign and medium combination that touched it in the period. A campaign or medium that was not sent shows Not set. It is only as full as the information your lead sources send. Leads from your website form, Meta (Facebook and Instagram) lead ads and Ylopo fill it too. A website form lead counts under the campaign tags on the page the visitor first landed on in that visit. A Meta lead ad lead shows the platform (facebook or instagram) and the campaign name. A Ylopo lead shows Ylopo as the platform and the channel Ylopo reports as the medium.

Owners and admins also get Performance by channel below it: Channel Breakdown (messages by channel), Top Performing Segment and Engagement Over Time.

Properties

Properties starts with a "which property has the most inquiries" report, which you can switch to "which zip code has the most inquiries", for the period you pick. Owners and admins see every inquiry. Everyone else sees only inquiries from the contacts they are allowed to see. Lenders see only Your listings. Only owners and admins can Export it. Choose a property to see its inquiries, people, list price, MLS number, beds and baths, or a zip code to see its inquiries, people and properties. Click View and the number of inquiries to list the people behind them, each linking to their contact page. Only inquiries a lead source sent with a property address are counted. Owners and admins can Export it. Everyone then sees Your listings, up to your 500 newest by list date: each listing's status, price and days on market, with the number of showings and different buyers, then a Most shown list. Choose how far back to count showings: Last 30 days, Last 90 days or Last year.

When inquiries in that period came with a property address Yapii could place, Inquiries by location shows them as points on a map, narrowed by the same choices and limited to the contacts you are allowed to see. It shows the first 100 places and says so when there are more. Inquiries are placed as they arrive, so an inquiry from before the map was added is not on it. With no placed inquiries, the map does not show at all.

Deals

A chip for each stage shows how many deals are in it, their total and average price, and their total and average commission. Under the chips, Closing in 7 days, Closing in 30 days and Closing in 90 days show how many open deals are due to close and what they are worth, and a line gives the average and median Time to Close of closed deals. A chart plots the period; its menu picks Deals, Price Total, Commission Total, Price Avg or Commission Avg. Under the chart is a list of deals with their stage, status, Entered Stage, Time in Stage, Close Date, Time to Close, price, commission, the people on them, their team, their lead source and their Marketing Lead Source, the platform of the contact's first tagged visit (the one the Marketing tab credits in First touch mode), or Unknown. Filters narrow the chips, the boxes, the chart and the list together: Pipeline (All pipelines to start, shown once you have more than one), Agent (Everyone), Team (All teams), Deal status (All deals, Active, Closed or Lost), Lead source (All sources), Marketing lead source (All marketing sources) and Period (All time, This month, Last month, Last 14 days, Last 30 days, Last 90 days, This year, Last year or Custom, which shows two date boxes). Clear filters puts everything back. The period reads each deal's close date, or the date it was created when it has no close date. With nothing chosen, you see every deal. If there are more deals than the list can show, a note says the chips count all of them and the list shows those with the latest close dates. A Pipeline summary follows, for the period at the top. Entered Stage and Time in Stage come from the stage moves Yapii has recorded, so a deal that reached its stage before then shows a dash. Yapii does not record how commission was split, so Agent Commission and Team Commission show a dash.

Appointments

The Appointments tab is covered under Agent Performance.

When a number says "Not tracked"

Open rates are only counted when the email carried a tracking pixel and the service that sent it reports opens. Rather than show 0%, Yapii says what it actually knows:

• No sends: nothing went out in this period.
• Not recorded: those emails went out, but no delivery was recorded for them, so there is nothing to measure opens against.
• Not tracked: those emails went out before open tracking began. They are unknown, not unopened.
• Not reported: the service that sent them doesn't report opens.
• Not tracked (SMS): these were text messages. Texts have no open tracking, so there is no open rate to show.

Yapii also leaves out opens made by mail servers rather than people, so an open rate here is lower, and truer, than one that counts everything.

Running a report

Business Intelligence Reports are for owners and admins.

1. On the Batch Emails tab, under Business Intelligence Reports, pick a Report period.
2. Click Run Report on the report you want.
3. Find it under Report History and click View. You can download it as a CSV file or open it in Google Sheets.

Exporting a report to a spreadsheet

Owners and admins can save a report as a CSV file. So can any teammate an owner or admin has given report export (see Report export). Click Export at the top right of Agent Activity, Calls (also on the Call Logs page), Texts, Lead Sources, Marketing, Deals, Appointments or the inquiries report on Properties. The file has the columns of the report on screen, in the same order, laid out like the matching Follow Up Boss report, for the period and filters you have chosen. That includes the agent or team you picked and the dates of a custom range.

• Lead Sources exports the view you have picked, Marketing the Marketing type you picked and Properties whether you grouped by property or by zip code.
• The Agent Activity file has its own Home Value Emails column and an Appointments column. The Deals file has a Marketing Lead Source column.
• Call logs has its own Export, on Calls with call logs picked and on the Call Logs page. The file has Type, Person, Agent, Inbox, Duration, Time and Status for every call matching your search and filters, newest first, up to 10,000. If your search matches too many people to export all of their calls, Yapii asks you to type more of the name.
• Deals and Appointments export every matching row, up to 10,000, not only the rows on screen.
• A column Yapii does not record, such as Answer Time on Calls, is left empty.
• The Texts report calls the opt-out column Opt-Outs.
• The Columns button beside Export lists the report's columns. Untick the ones you do not want in the file. The file keeps the report's own column order. If you untick every column, Yapii says every column will be exported, and Tick every column puts them all back.

Members and team leads do not see Export unless an owner or admin has turned on report export for them. A teammate with it gets the same Export and Columns buttons, and their file holds only the rows their own report shows them. Each export is recorded in your workspace's audit log.

Getting a report by email

1. Click the calendar icon on a report.
2. Choose Weekly (Mondays) or Monthly (the 1st of the month), and add who should get it.
3. Click Schedule Report.

Your schedules are listed under Scheduled Deliveries. Click the bin icon to stop one.

The Weekly Business Insights email

Owners and admins can also have Yapii email them last week's activity for each agent, every Monday morning in the workspace's time zone, with links into the Agent Activity, Calls and Lead Sources reports. It is off to start with. To turn it on, open Settings, then Advanced, then the Scoring & access tab, and find the Weekly Business Insights email card. The first switch reads The email is off and then The email goes out every Monday. A second switch, Send it to team leads too, each seeing only themselves and the teammates they lead, can be turned on once the email is on. Only owners and admins see the card.

Good to know

• Top Performing Segment needs a segment that at least 50 people received, counting only campaigns whose opens could be measured. Campaigns with no open tracking don't count toward the 50, and text campaigns never do.