Reports

Reports answer the club owner's questions: how much the club earned in a shift, a day or a month, and from what — time, time products or products; how busy the gaming stations are; and which operator sold how much. All of this is collected in the Reports section of Gizmo Manager.

You do not have to open reports manually every day: Gizmo can send them by email on a schedule — for example, so that yesterday's totals reach the owner every morning. First, let's look at where to find which numbers, and then set up the mailing.

Step 1. Give access to reports

Access to reports is defined by the operator's permission set.

1. Open Settings → Operators and permissions → Permissions and choose a permission set.

2. Turn on the permissions in the Reports category — they give access to the reports module.

3. Save the permission set.

For all permissions, see Permission card.

Step 2. Look at the club summary

Open the Reports section on the left panel — the Overview tab opens first.

1. Choose a period: Day, Week, Month, Year, Custom for any range, or More Than / Less Than for open-ended ranges.

2. Study the summary blocks:

   • Operators — a table by shift: who worked, when the shift started and ended, how many hours, products, time products and bundles were sold, how many sales were voided, and the Total for the shift;

   • Utilization (%) — the average load of gaming stations (Utilization AVG) and attendance: unique logins and the average number of visits per day, separately for registered users and for guests;

   • Users — how many accounts there are in total, and how many are new and blocked in the period;

   • Revenue — the average revenue from guests and registered users, Revenue per Group and Total Revenue for the period.

Step 3. Break down the money in the financial report

When you need to understand what the revenue consists of and how much cash went through the register, open the financial report.

1. Go to the All Reports tab and choose Financial Report.

2. Set the filters at the top of the screen:

   • Operator — to see the operations of one staff member;

   • Cashier Station — to see the operations of one register;

   • Report Type — the level of detail, Simple by default;

   • Period — a preset interval or a custom range of dates and times.

3. Click Apply Filters.

The report shows deposit top-ups and charges, sales for the period (the Sales block), Payments for Past Sales, Voids, cash pay ins and pay outs (Pay Ins and Pay Outs) and the final Balances by payment method.

For all report blocks, see Financial report. For the time zone and schedule, see General.

Step 4. Find the log you need

The other tabs of the Reports section are operation logs. The most useful ones in everyday work:

• Shift Log — opening and closing of shifts;

• Z Log — Z-reports, that is, the totals of closed shifts per register;

• Transaction Log — money operations;

• Order Log — order history. Look for issued invoices in the Invoice Log on the All Reports tab;

• Product Log and Stock — product movements and warehouse stock;

• Assets Log — what happened to hosts and equipment;

• Licenses — usage of app licenses.

Reports marked for quick access are collected on the Favorites tab. The full list is on the All Reports tab: Overview, Apps, Products, User Registrations, Sessions, Order Statistics, Top Users, Financial Report and Hosts. For what the Apps, Products and Sessions reports show, see Reports.

For a description of the tabs, see Reports.

Step 5. Set up the mail server

To send emails, Gizmo needs a mail server. Without these settings, no mail leaves the system.

1. Open Settings → Server → SMTP Settings.

2. Turn on the Enable toggle.

3. Enter the SMTP Host — the address of the mail server that will send the emails.

4. Check SMTP Port and SMTP Security. The defaults are port 465 — the secure connection port — and SSL encryption. Check the right values with your email provider.

5. In the Reply-To Address field, enter the address that will receive replies to emails from the club.

6. Turn on SMTP Authentication if the mail server requires you to identify yourself before it accepts an email. Most external email services require this.

7. Click Save.

For details, see Communication methods.

Step 6. Connect the "System SMTP" integration

Gizmo sends the emails themselves through the System SMTP integration. It takes the mail server parameters from step 5 and does not store its own.

1. Open Settings → Server → Plugins.

2. In the Integrations block, click Add.

3. In the "Select integration type" window, choose System SMTP and fill in its parameters.

4. Save the integration.

5. Restart Gizmo Server.

For details, see Adding an integration.

Step 7. Prepare the recipients

The mailing recipient is chosen from Gizmo Manager operators. So everyone who should receive reports — for example, the owner or the manager — must have an operator account. Open Settings → Operators and permissions → Operators and check that the Email field is filled in in the operator card.

For all fields, see Operator card.

Step 8. Create a report delivery rule

1. Open Settings → Policies → Report Schedules and click Create Delivery Rule in the corner of the page.

2. Enter the rule Name, for example "Daily totals for the owner". The field is required.

3. In the Reports block, click + Select Report, choose the report you need from the list and click Save. Its Name and Report Subtype appear in the table. Repeat if the mailing should include several reports.

4. In the Report Delivery Scheduling block, set the Time — the time of day when reports are sent — and the Type: how often to send them, for example daily.

5. In the Recipients block, click + Add Recipient, choose an operator from the list and click Save. The table shows the Method — the delivery method — and the Value — the recipient's address, for example an email. Check that the recipient is Enabled.

6. Save the rule.

The rule appears in the table on the Report Schedules page with its Time, Frequency and Enabled status. To change the rule, click its row.

For a description of all fields, see Report schedules and Schedule rule card.

Result

• The summary, the financial report and the logs show revenue, room occupancy and operator work for any period.

• The mail server and the "System SMTP" integration are set up — Gizmo can send emails.

• The selected reports reach the recipients by email on their own at the set time and frequency.