Reports and utilities

The Reports menu holds 23 reports and a batch invoice PDF. Every report is a table with filters, shown on the page and exported as CSV, and a role decides which reports its staff may open. The Utilities menu gathers the tools around the day-to-day work: the state of the automation, email marketer rules, tracked links, the calendar, the to-do list, WHOIS lookups, a check of where clients' domains point, integration code for your website, the database pages, the system health check, the import, and the logs. This chapter covers each of them; mass messages to clients are included too, because they belong with the email tools even though the button sits on the client list.

Reports

Reports > All Reports

The page lists the reports your role may open, in groups: General, Income, Billing, Clients, Support and Exports. Each has a one-line description. The Reports menu also links straight to Daily Performance, Income Forecast, Annual Income, New Customers, Ticket Feedback Scores and Batch Invoice PDF Export.

The reports

The Exports are ordinary reports: they show on the page as well, and every other report exports to CSV too.

Filters

Each report shows only the filters it uses, above the table:

• Year: the current year is chosen by default; the list runs from next year back fifteen years.
• Month: the current month by default.
• From and To: the first of the current month to today by default. If From is after To they are swapped.
• Client number or email: for the Client Statement.
• Status: an invoice status, for the invoice export.
• Currency: shown when you have more than one currency; the default currency is chosen by default. Money in a report is in that one currency; records in other currencies are left out of the sums.

Press Show to apply them. Money is shown in the chosen currency's format; dates in your date format; ids link to the record.

CSV export and printing

Export CSV downloads the table with the same filters as a file named after the report and today's date. The file is UTF-8 with a byte-order mark, so spreadsheet programs read accented names correctly; money is written as plain numbers such as 1234.50 so it can be summed; the totals row is included; and a value that starts with =, +, - or @ gets a leading apostrophe so a spreadsheet does not run it as a formula. Each export is written to the activity log. Print opens the browser's print dialog with the filters hidden.

Who may open which reports

Reports need the role permission "View reports". In addition, each role under Settings > Administrator Roles (see Staff and security) chooses its reports: "All reports, including ones added later", or a tick list of the reports and the Batch Invoice PDF. The Reports menu hides the rest, and opening one directly says the role does not include it. The supplied Full Administrator role has all reports; Sales Operator and Support Operator come without the "View reports" permission and with no reports ticked.

Reports > Batch Invoice PDF Export

Puts up to 500 invoices into one PDF file, one after another, to print or keep. Choose:

• Dates are when the invoice was Issued, Due or Paid, and the From and To dates.
• Status: any (drafts are never included) or one status.
• Only one client, by number or email address.
• Payment method.
• In the order of: invoice number, date or client name.

Download PDF builds the file in your PDF paper size. If more than 500 invoices match, choose a shorter period or a status. Each download is written to the activity log.

Utilities

Utilities > Automation Status

Shows whether the automation is running and lets you run or stop single tasks. The page is described briefly here; Automation covers the tasks themselves.

• The cron job: when it last ran, in green, or in red when it never ran or last ran more than two hours ago. Below are the cron command to add to your hosting account (every five minutes) and, for hosts that only offer web cron, the address of cron.php with your cron key. Keep that address private.
• Last 30 days: each day with its number of task runs and how many failed; click a day for every run that day.
• Tasks: every task with how often it runs (every N minutes, daily at the hour set in Automation Settings, or monthly), its last run, result and next run. Run now runs the task at once and shows its result; Turn off or Turn on changes whether the cron job runs it. Tasks that come with a later version are marked as such.
• Recent runs that did something: the latest runs whose result was not "nothing to do". Runs started by hand are marked. Runs are kept for 90 days.

Utilities > Email Marketer

Rules that send an email by themselves when a client or a service reaches a point in time. The daily task email-marketer runs them; if that task is turned off, the page says so and no rule sends anything. The list shows each rule, when it fires, whether it is marketing only, how many emails it has sent, and whether it is on.

There are two kinds of rule, with their own buttons: Client rule and Service rule.

How rules fire: each day the task finds the clients or services that reached the rule's day, and emails each one once. "Before due" emails once per renewal, since the due date moves on. "Days after last signed in" can email again after a later sign-in. Days the automation missed are caught up for three days. Only active clients are emailed, and clients who turned general email off are skipped and counted as such in the task's result. The rule's page shows who would be emailed at the next run (up to 50 names), so you can check a new rule before the daily run.

Utilities > Link Tracking

A tracked link counts clicks and orders from an advert, a newsletter or a social post. Give it a name and the address it goes to (https:// or http://). CoreInto shows the link to use, of the form

https://www.example.com/go/7

A visitor who follows it is counted, remembered for 30 days, and sent on. An order placed at checkout within those 30 days counts as a conversion. The list shows clicks, orders, the rate and the last click. Edit a link to change where it goes or to set the counts back to zero; deleting a link makes it stop working.

Utilities > Calendar

A month view of what is due. Tick what to show: services due (by next due date, for active and suspended services), add-ons due, domains expiring (active and in grace), to-do items with a due date, and events. Each entry links to its record; a day shows four entries and a "more" link, and clicking a day shows everything on it. Move between months with the buttons, or back to this month.

Events are the staff calendar: a title, a start date and optional time, an optional end date and time, details, and All day. An event over several days appears on each of them. Edit an event by clicking it; the form then has a Delete button.

Utilities > To-Do List

A shared list of tasks for staff. CoreInto adds items itself, for example to set up a product that has no server module, and for domain work that is done by hand when "Add a to-do entry for manual domain work" is on. Each item has what needs doing, details, who it is for (a staff member or Anyone), a due date and a status: New, Pending, In progress, Postponed or Completed. Tabs show Open, Completed or All items; overdue dates are shown in red. Done marks an item completed in one click. The dashboard's to-do widget shows the open items too. Completed items can be removed under System Cleanup.

Utilities > WHOIS Lookup

Type a domain name and CoreInto asks the registry's WHOIS server and shows the answer, with an Available or Registered badge when it can tell. It knows the servers of the common extensions from a table that comes with CoreInto (the page lists the extensions it covers, by group); others are looked up through the IANA root. When WHOIS port 43 cannot be reached, the registry's RDAP service is asked over https, and after that the domain's DNS (see Domains and registrars); a note under the result says where the answer came from, and an error lists each step tried and what it said. Extensions answered by an active add-on module are listed under the module's name (.pk with the separately sold PKNIC module). The server table also accepts an https address that ends in the query, so staff can add such registries themselves. For registries that only answer with the registrar's name, the registrar's server is asked too. Every lookup is written to the WHOIS Lookup Log with the address it came from.

Utilities > Domain Resolver Checker

Finds services whose domain no longer reaches your servers, for example because the client moved elsewhere. Choose to check the domains of active (and suspended) services or your registered domains (active, in grace or in transfer), against all servers or one. The checker looks up each name's addresses and compares them with the main and assigned IP addresses of your servers from Settings > Servers. Results: Your server (with its name), Elsewhere, or No address, with counts at the top. It checks 100 names at a time; "Check the next 100" goes on. If no server has an IP address, the page says so.

Mass messages

From Clients > View/Search Clients, the Mass Message button (or "Message These Clients" after a search) opens a form that sends one email to every client matching the search filters. Count Clients shows how many match; closed accounts are never included. Write a subject and a plain-text message (a blank line starts a new paragraph; up to 50,000 characters) with the merge fields {{client_first_name}}, {{client_last_name}}, {{client_name}}, {{client_company}}, {{client_email}}, {{company_name}} and {{client_area_url}}. "Only clients who agreed to marketing email" is ticked by default; leave it ticked for news and offers. Clients who turned general email off are skipped. Each client gets their own email, and you are taken to the Email Message Log to watch them go out. It needs the permission "Send mass email".

Utilities > Integration Code

Addresses and snippets to put on your own website: links to the client area, sign-in, registration, the store, each product group, domain search and transfer, the cart and the contact page; a domain search box form; and a sign-in link. Clients sign in on the CoreInto page itself, not in a form on another site. The addresses use the system address from your configuration file. Each product has its own links, with a billing term chosen, on the Links tab of the product.

Utilities > Database Status

The database server version, the number of tables, their total size and the unused space, then every table with its rows (an estimate), data and index size, unused space and engine. Optimise Tables gives the unused space back (it runs OPTIMIZE TABLE on the tables that have some); large tables can take a while.

Utilities > System Cleanup

Removes old records you no longer need. Tick what to remove and how old it must be (1, 3, 6, 12, 24 or 36 months, 12 by default):

• Activity log entries
• Copies of sent emails (with the PDF attachments kept for them)
• Module log entries
• Gateway log entries
• API log entries
• WHOIS lookup log entries
• Staff sign-in records
• Completed to-do items

Each row shows how many records there are and the oldest. Invoices, payments and client records are never removed here. The cleanup is written to the activity log.

Utilities > System Health

A list of checks with Fine, Check or Fix and what to do: the PHP version (8.2 or later recommended) and extensions (pdo_mysql, mbstring and openssl required; curl, gd, intl, zip and iconv recommended); when the automation last ran and whether any task failed on its last run; whether the storage folders can be written to; HTTPS; the system address in the configuration file; whether email sending is turned off and how many emails failed in the last 7 days; whether database updates are waiting; whether PHP shows errors on pages; the PHP memory limit (128M recommended); staff without two-step sign-in; and whether the install folder is still on the server.

Utilities > Import Data

Copies the records of your previous billing system's database into CoreInto. See Import.

Utilities > Update CoreInto

Checks for new, signed releases and installs them. See Backups and updates.

The log pages

Each log page has filters at the top and is paged. Old entries are removed by the daily prune task after the retention set in Settings (the activity log by "Keep the activity log for", the module log by "Keep the module log for") or by System Cleanup.

The Gateway Log, with every payment provider answer, is under the Billing menu.