Analytics Reports
What it is
Analytics Reports provide structured, in-depth data across three core report categories: Campaign Reports, Conversation Reports, and Channel Reports. Each category surfaces a different dimension of your platform activity, from delivery funnels and engagement timelines to agent leaderboards and cross-channel comparisons. Together they give you the granular detail that the summary dashboard intentionally omits.
Every report supports custom date ranges with adjustable granularity, inline filters for narrowing scope, and two export formats (CSV for raw data analysis, PDF for presentation-ready summaries). Reports can also be scheduled for automated recurring delivery via email, so your team receives fresh performance data on a predictable cadence without anyone needing to log in and generate the report manually.
The reporting engine is designed to handle large data volumes efficiently. Date ranges of up to 90 days render in seconds for most accounts. For longer ranges the system automatically adjusts chart granularity from hourly to daily or weekly to keep load times reasonable and file sizes manageable.
When to use
| Scenario | Recommended report type | What you will learn |
|---|---|---|
| Post-campaign analysis | Campaign Reports | Delivery rates, open rates, click-through rates, and reply rates segmented by audience and channel. |
| Support team performance review | Conversation Reports | Agent response times, resolution rates, conversation volume per agent, and team-level averages. |
| Channel strategy optimization | Channel Reports | Per-channel message counts, engagement rates, and cost-per-message to guide channel mix decisions. |
| Executive summary preparation | Any type, exported as PDF | Formatted charts and tables suitable for slide decks or email attachments to stakeholders. |
| Data warehouse ingestion | Any type, exported as CSV | Raw tabular data for import into spreadsheets, BI tools, or data pipelines for advanced analysis. |
| Automated weekly updates | Scheduled report (any type) | Hands-free delivery of the previous period's data to one or more email recipients every week or month. |
Use reports whenever you need detail beyond what the Analytics Dashboard provides. The dashboard is built for quick orientation; reports are built for thorough investigation, comparison, and archival.
Steps
1. Navigate to Reports
Click Analytics in the main navigation sidebar, then select Reports from the sub-navigation menu. You can also reach Reports by clicking the "View Full Report" link on any dashboard widget. The Reports page opens with three report category cards.
Each card displays a short description of what the report covers and the number of reports you have generated in the past 30 days. Click a card to enter that report category.
2. Select a report type
Choose from the three categories described below. Each one opens with a default view covering the last 7 days and no filters applied.
| Report category | Key metrics included | Default chart |
|---|---|---|
| Campaign Reports | Sent count, delivered count, delivery rate, opens, open rate, clicks, click-through rate, replies, reply rate, unsubscribes, bounce rate. | Delivery funnel (sent to delivered to opened to clicked). |
| Conversation Reports | Total conversations, new conversations, average first-response time, average resolution time, conversations per agent, CSAT score (if enabled). | Response time distribution histogram. |
| Channel Reports | Messages sent per channel, messages received per channel, engagement rate per channel, cost per message (if billing data is connected). | Side-by-side bar chart comparing channels. |
3. Set the date range and granularity
Use the date range picker at the top of the report to define the reporting period. Presets include Last 7 Days, Last 30 Days, This Month, and Last Quarter. You can also enter a custom start and end date. Once the range is selected, choose the granularity from the dropdown next to it: hourly, daily, weekly, or monthly. Granularity controls how data points are grouped on time-series charts and in exported tables.
For ranges under 3 days, hourly granularity works well. For ranges of 7 to 30 days, daily granularity is the most readable. For quarterly or annual views, use weekly or monthly granularity to keep charts and exports concise.
4. Apply filters
Click the Filters bar to expand the filter panel. Available filters depend on the report type you selected.
Campaign Reports filters: campaign name (multi-select), channel (WhatsApp, SMS, email, webchat), campaign status (Completed, Sending, Draft, Failed), audience segment, and date of send.
Conversation Reports filters: agent (multi-select), team, channel, conversation tags, priority level, and resolution status (resolved, open, pending).
Channel Reports filters: specific channels to include or exclude, message direction (inbound, outbound, or both), and campaign association.
Filters are cumulative. Each additional filter narrows the result set further. The active filter count is displayed as a badge on the Filters bar so you can see at a glance how many filters are applied.
5. Review report data
The report view is divided into two sections. The summary strip at the top shows aggregate totals and averages for the selected period and filters. Below it, detail panels present the data as interactive charts and sortable tables.
Campaign Reports display a delivery funnel chart that visualizes the progression from messages sent to messages delivered, opened, and clicked. Each stage shows the absolute count and the conversion rate from the previous stage. Below the funnel, a timeline chart plots engagement events over time so you can see when recipients interacted with the campaign. A detailed table at the bottom lists every campaign matching your filters with sortable columns for each metric.
Conversation Reports feature a response time distribution histogram, a resolution rate trend line, and an agent leaderboard table. The leaderboard ranks agents by a composite score of average first-response time, resolution rate, and conversation volume. This view is particularly valuable for support managers conducting performance reviews or identifying agents who may need additional training or recognition.
Channel Reports present a side-by-side comparison of every active channel. A grouped bar chart plots messages sent, messages received, and engagement rate for each channel. Below the chart, a comparison table provides the same data in tabular form with percentage-of-total columns so you can see each channel's share of overall activity.
6. Export the report
Click the Export button in the report toolbar. A dropdown offers two format options.
| Format | Best for | What is included |
|---|---|---|
| CSV | Spreadsheet analysis, BI tool import, data pipelines. | Raw tabular data with one row per data point. All columns matching your current filters and date range. No charts. |
| Stakeholder presentations, email attachments, archival. | Formatted document with summary metrics, charts rendered as static images, and detail tables. Includes report title, date range, and applied filters on the cover page. |
The export captures exactly what is currently displayed. Verify your filters and date range before clicking Export to ensure the output contains the data you intend. Large exports (covering millions of messages) may take up to a minute to generate; a progress indicator appears while the file is being prepared.
7. Schedule recurring report delivery
Click the Schedule button next to Export to set up automated, recurring report delivery. The schedule dialog lets you configure every aspect of the recurring report.
| Field | Description |
|---|---|
| Report type | The report category (Campaign, Conversation, or Channel) to generate. |
| Filters | The same filter options available in the interactive report. These are locked in when you save the schedule. |
| Frequency | How often the report is generated and sent: daily, weekly (specify day of week), or monthly (specify day of month). |
| Format | CSV, PDF, or both attached to the same email. |
| Recipients | One or more email addresses. You can include teammates who do not have BotBat accounts; they will receive the report as an attachment. |
| Timezone | Defaults to your account timezone from Settings. The timezone determines period boundaries (for example, "last week" starts and ends at midnight in the selected timezone). |
Scheduled reports are generated at the beginning of each period and contain data from the previous complete period. A weekly report scheduled for Monday covers the previous Monday through Sunday. A monthly report scheduled for the 1st covers the entire previous calendar month.
8. Manage scheduled reports
Open the Scheduled Reports tab to view, edit, pause, or delete your existing schedules.
Each row in the table displays the report type, frequency, recipient list, last delivery date, and current status (active or paused). Click the row to edit its configuration, or use the actions menu to pause delivery temporarily or delete the schedule entirely. Pausing a schedule retains all its settings so you can resume it later without recreating it from scratch.
Common pitfalls
| Pitfall | How to avoid it |
|---|---|
| Date range too wide with fine granularity | Requesting hourly granularity over several months produces enormous data sets and slow generation times. Use daily or weekly granularity for ranges longer than 30 days. |
| Filters not applied before export | The export captures exactly what is displayed. If you forget to apply filters, you may export far more data than intended. Always verify the active filter count before clicking Export. |
| Incomplete campaign data | If a campaign is still in the Sending state, its report shows partial delivery and engagement metrics. Wait until the campaign status changes to Completed for final, accurate numbers. |
| Scheduled report timezone mismatch | Scheduled reports use the account timezone from Settings for period boundaries. If your report periods seem shifted by a day, verify the timezone setting under Settings > Account. |
| PDF chart quality | PDF exports render charts as static images. If you need interactive exploration, use the in-app report view. If you need the raw numbers behind a chart, export to CSV instead. |
Set up three weekly scheduled reports, one for each category (campaigns, conversations, channels), delivered every Monday morning. This gives your team a consistent cadence for reviewing the previous week's performance across all dimensions without any manual effort.
- Reports Navigation
- View Full Report
- Export Help
- Schedule Help