Visualize+: Summarize and Group Your Data

Once you've selected your data in Visualize+, you may want to calculate totals, averages, or count records, and break those numbers down by specific categories. This is where Summarizing and Grouping comes in. Whether you want to know the total number of appointments per provider, or the average amount paid for billing items each month, the Summarize panel helps you find those answers quickly.

Summarize and group while building a question

Within the Query Builder, you have the option to Summarize and Group your data. To delete a selection, click the "x" next to any selection. To add an additional selection, click "+".

Opening the summarize panel

In the preview view of a question, you can also open the Summarize panel by clicking on the Summarize button in the top right corner of the screen. Clicking this button will open the Summarize sidebar on the right side of your page, revealing the options to calculate metrics and group your data.

Within the Summarize panel, you can adjust your selections and click Done. Your question preview will reflect your changes.

Choosing a metric

A summary is typically made up of two components: one or more metrics that we care about, and how we want to see that metric grouped or broken out. Common ways that you might want to summarize your data include counting the number of rows, or getting a sum or average of a numeric column.

Adding a summary step enables you to choose how to aggregate the data from your previous query building step. Basic summary metrics include:

Count of rows: the total number of rows in the table, after any filters have been applied. Sum of …: the sum of all the values in a specific column.
Average of …: the average of all the values in a single column.
Number of distinct values of…: the number of unique values in all the cells of a single column. This is useful when trying to find out things like how many different types of programs were sold last month (not how many were sold in total).
Cumulative sum of…: This gives you a running total for a specific column. In order for this metric to be useful you'll need to group it by a date column to see it across time.
Cumulative count of rows: This gives you a running total of the number of rows in the table over time. Just like Cumulative sum of…, you'll need to group this by a date column in order for it to be useful.
Standard deviation of …: A number which expresses how much the values of a column vary, plus or minus, from the average value of that column.
Minimum of …: The minimum value present in the selected field.
Maximum of …: The maximum value present in the selected field.

Once you select a metric like Sum or Average, you'll be prompted to choose which specific numerical column you want to calculate.

Let's look at an example question: "How many appointments did Provider A complete each day last week?"

The metric: appointments that Provider A completed
Summary: count
Grouping: each day
Filter: last week

Grouping by one column

Grouping allows you to break down your metric by a specific category or timeframe to spot trends and compare results.

Under the "Group by" section in the Summarize panel, select a column to organize your data:

Grouping by a category: Choose a descriptive column. Example: Group your appointment count by "Provider Name" to see how many appointments each provider had, or group by "Appointment Type" to see which services are most popular.
Grouping by time: Choose a date or time column. Example: Group your total billing revenue by "Created At" to track earnings over time. When you group by a date, you can also choose the time interval, such as by day, week, month, or year.

Adding a second grouping dimension

Sometimes you need a more detailed breakdown. You can add another grouping by clicking the + Add grouping icon under your first grouped column.

Example: If you are looking at the Count of Appointments, you might first group by "Provider Name." Then, add a second grouping for "Status" (like Occurred, Cancelled, or No-Show). This will display a chart or table showing exactly how many appointments of each status were associated with each individual provider.

Example: Grouping billing items by "Created At" (by Month) and then by "Payment Medium" to see monthly revenue broken down by Credit Card vs. ACH payments.

Removing a grouping or metric

If you've added a metric or grouping that you no longer need, or if you want to start over, it's easy to remove them. Simply hover your mouse over the metric or grouped column in the Summarize sidebar and click the X icon that appears next to it. Your data visualization will automatically update to reflect the change.

The difference between a grouped and ungrouped result

When building questions to explore your data, understanding how to view your results is key to getting the insights you need. Depending on your goals, you can choose to view your data as either an ungrouped list or a grouped summary.

Ungrouped Results

An ungrouped result displays your raw data exactly as it exists in the system. When you ask a question without applying any summarization or grouping, you get a detailed list of individual records.

For example, if you view your Appointments data without grouping, you will see a comprehensive table where every row is a single appointment. This table will include granular details for each session, such as the date, the client's name, the provider's name, and the appointment status. Ungrouped results are perfect for when you need to audit specific details, find a particular record, or export a complete list of your data.

Grouped Results

A grouped result takes your raw data and organizes it into summarized categories. When you add a metric (such as a count, sum, or average) and group your data by a specific detail, the system collapses the individual records into summary rows.

For example, instead of looking at a long list of every single appointment, you might want to see the total number of appointments handled by each provider on your team. By summarizing the Count of appointments and grouping them by Provider Name, your result transforms into a concise, easy-to-read summary. Each row will represent a specific provider, alongside the total number of appointments they have had.

Quick Comparison

Level of Detail: Ungrouped results show every individual piece of data (e.g., every single billing invoice). Grouped results show the big picture (e.g., the total revenue generated per month).
Best Used For: Use ungrouped results when you need to review specific, line-by-line details. Use grouped results when you want to spot trends, compare performance across different categories, or measure overall totals.
Visualizing Data: Ungrouped data is almost always viewed as a standard table. Grouped data is essential if you want to build visual charts, such as bar charts or pie charts, to bring your data to life.