Using Some of The Reporting Tools In Proptia

Proptia’s reporting tools allow property managers to generate detailed reports on visitor activity, access control, license plate recognition (LPR), and more. Follow this guide to access and utilize some of the key reporting features.

Accessing Reports:

Log in to Proptia:
- Use your credentials to log in.
Navigate to the Reporting Section:
1. Steps
2. Go to the left menu and select Reports.
3. Choose a category — General, Visitor, or LPR.
4. You will land on the report list, where all existing and new reports are stored.
5. Click Add in the top right to create a new report.
6. Enter a report name and description.
7. Select the report type and apply your filters.
8. At the bottom of the page, set a recurring schedule if needed and choose recipients for automatic email delivery.
9. Click Preview to review the report.
10. Click Save as New or Send.

Types of Reports:

General Reports:
- This section allows you to create general reports related to your community’s activities, such as visitor or access reports.
- You can view previously saved reports or schedule new ones.
Visitor Reports:
- You can create detailed visitor reports by selecting a property, visitor type, and timeframe.
- These reports can be set to run on a recurring basis (daily, weekly, or monthly) and sent to designated recipients via email.
License Plate Recognition (LPR) Reports:
- Proptia’s LPR reports provide detailed information on vehicle access using license plate recognition.
- Report options include:
  - Transaction reports
  - Vehicles on site
  - Time on site
  - Vehicle activities
  - Cut-through traffic
  - Overstay
- You can filter by vehicle groups (resident, member, vendor), entry/exit lanes, and vehicle attributes (make, model, color).

Creating and Customizing Reports:

Create a New Report:
- To create a report, click Add in the top-right corner.
- Fill in the report details, including:
  - Name and Description
  - Type of Report (general, visitor, LPR)
  - Filters: Depending on the report type, you can filter by property, visitor type, vehicle group, or timeframe.
Set Recurrence and Recipients:
- Set the report to run on a recurring schedule (daily, weekly, monthly).
- Add recipients who will receive the report, and you can CC up to five additional email addresses.
Exporting Reports:
- Once a report is generated, you can export it to CSV or Excel formats for further analysis.

Sample Reports:

Run sample or test reports to familiarize yourself with the filters and options available.
Adjust the report criteria, such as selecting different properties or time periods, to see how the data changes.

Which Report Should I Run in Proptia?

Start here: What are you trying to find?

1. Who is currently on-site?

👉 Run: Muster Report (LPR)

Shows all vehicles and visitors currently inside the property
Best for emergencies, roll calls, or security checks

2. Who entered or exited the property?

👉 Run: Transaction Report (LPR or Visitor)

Shows entry and exit activity
Filter by date, lane, or vehicle/visitor type

3. How long did someone stay?

👉 Run: Time on Site Report (LPR)

Tracks duration between entry and exit
Useful for vendors, guests, or compliance tracking

4. What vehicles are currently assigned or active?

👉 Run: Vehicle On-Site Report (LPR)

Shows active vehicles in the system
Useful for monitoring occupancy or parking

5. What activity is tied to a specific vehicle or plate?

👉 Run: Vehicle Activity Report (LPR)

Tracks all movements for a specific vehicle
Useful for investigations or audits

6. Are vehicles cutting through or misusing access?

👉 Run: Cut-Through / Robbing Report (LPR)

Identifies suspicious patterns (e.g., entering/exiting quickly)
Useful for security enforcement

7. Are vehicles staying longer than allowed?

👉 Run: Overstay Report (LPR)

Flags vehicles exceeding allowed time limits
Useful for guest/vendor enforcement

8. Who visited a specific resident?

👉 Run: Visitor Report

Shows guest/vendor activity tied to a host
Useful for resident inquiries or audits

9. What happened across the system (general activity)?

👉 Run: General Report

Broad system-level reporting
Useful for high-level operational insights

Quick Cheat Sheet

Who’s here now? → Muster
Who came and went? → Transaction
How long did they stay? → Time on Site
What did this car do? → Vehicle Activity
Any suspicious behavior? → Cut-Through / Robbing
Anyone overstaying? → Overstay
Who visited who? → Visitor Report

FREQUENTLY ASKED QUESTIONS

What is reporting in Proptia?

Reporting allows you to generate historical data and activity logs, including:

Visitor activity
Access control events
License Plate Recognition (LPR) data
Vehicle entry and exit

Where do I access reports in Proptia?

Go to:

Reports → General, Visitor, or LPR

What types of reports are available?

There are three main categories:

General Reports (system-wide data)
Visitor Reports (guest and vendor activity)
LPR Reports (vehicle and license plate data)

How do I create a new report?

Go to Reports
Select a category (General, Visitor, or LPR)
Click Add
Enter a name and description
Apply filters
Click Preview
Click Save or Send

What filters can I apply to reports?

Filters vary by report type but may include:

Property or properties
Date and time range
Visitor or vehicle type
Rules or activity type
Lanes (entry/exit)
Vehicle attributes (make, model, color, plate, image)

Can I schedule reports to run automatically?

Yes. You can set reports to run on a recurring basis:

Daily
Weekly
Monthly

Can reports be emailed automatically?

Yes. You can:

Add recipients
CC up to multiple email addresses
Automatically send reports on a schedule

What are common LPR report types?

Transaction report
Vehicle on-site report
Muster report (who is currently on site)
Time on-site report
Vehicle activity report
Cut-through / robbing / overstay reports

What is a muster report?

A muster report shows who is currently on-site, including vehicles and visitors, based on selected filters.