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Custom Reports

Custom reports let you pull structured data from your group into sortable, filterable tables that you can export as CSV or PDF. Use reports to track event attendance, gather emergency contact lists, monitor scholarship invoice status, or review your membership roster.

Accessing Reports​

  1. Navigate to your group page
  2. Click Reports in the group navigation
  3. View your list of saved reports, or create a new one
Required Permission

You need the View Analytics permission to access reports. Group Owners and Co-Leaders have this by default.

Report Types​

When you create a report, the first step is choosing its type. Each type pulls from a different data source and offers different columns and filters.

Event Signups​

View who signed up for events, including attendee details, payment status, and check-in information.

Available columns include:

  • Attendee Name, Age, Parent/Guardian, Parent Email
  • Event, Event Date, Ticket Type, Ticket Price
  • Add-ons, Total Paid, Payment Status, Payment Type
  • Checked In, Allergies, Special Needs, Medical Notes
  • Registration Date

Emergency Contacts​

Access emergency contact information for event attendees or all group members.

Available columns include:

  • Attendee Name, Age, Parent/Guardian, Parent Email
  • Emergency Contact Name, Emergency Phone
  • Allergies, Special Needs, Medical Notes
  • Event, Event Date
Field Day or Event Day Preparation

Create an Emergency Contacts report filtered to a specific event, then export it as a PDF to keep on hand during the event.

Scholarship Tracking​

Track scholarship invoice status, payments received, and pending amounts.

Available columns include:

  • Invoice Number, Child Name, Parent Name
  • Event, Event Date
  • Status (pending, submitted, succeeded)
  • Total Amount, Provider
  • Issued Date, Submitted Date, Received Date

Group Members​

View all group members with their contact information, membership status, and join date.

Available columns include:

  • Member Name, Email, Phone
  • Role, Membership Status, Join Date
  • Number of Children, Children Names, Children Details
  • Subscription Status, Renewal Date, Membership Rate
  • Last Payment, Membership Expires, City, State

Creating a Report​

The report builder walks you through four steps.

Step 1: Select Type​

  1. Click Create Report from the reports list
  2. Choose one of the four report types
  3. Click the report type card to proceed

Step 2: Configure Columns​

Select which columns appear in your report and arrange their order.

  1. Each report type comes with a set of default visible columns (marked with the eye icon)
  2. Toggle the eye icon next to any column to show or hide it
  3. Drag columns using the grip handle to reorder them
  4. Columns marked Required cannot be hidden
tip

You do not need to display a column to group by it. Grouping works independently of column visibility.

Step 3: Set Filters​

Narrow down the data returned by your report. Available filters depend on the report type.

Event Signups, Emergency Contacts, and Scholarship Tracking:

  • Event -- Filter to a specific event
  • Date Range -- Set a start and/or end date
  • Payment Status -- Filter by pending, succeeded, failed, or refunded (Event Signups only)
  • Payment Type -- Filter by Stripe, scholarship, or free (Event Signups only)
  • Scholarship Status -- Filter by pending, submitted, or succeeded (Scholarship Tracking only)

Group Members:

  • Membership Status -- Filter by active, pending, suspended, or expired
  • Role -- Filter by Owner, Co-Leader, Event Manager, or Member
  • Join Date Range -- Set start and/or end dates
  • Subscription Status -- Filter by active, past due, canceled, unpaid, or trialing

You can also configure Group By at this step to organize results into collapsible groups (for example, group Event Signups by event name or by payment status). You can select one or two levels of grouping for a hierarchical view.

Step 4: Save​

  1. Enter a Report Name (required)
  2. Add an optional Description for your own reference
  3. Toggle Share with group leaders if you want other leaders to see and run this report
  4. Click Save Report

After saving, you are taken to the report viewer where you can run it immediately.

Running a Report​

  1. Open a saved report from the reports list (click Run Report on the card)
  2. On the report viewer page, click the Run Report button
  3. The report queries your group's data and displays results in a table

Sorting​

Click any column header to sort the table by that column. Click again to reverse the sort direction.

Filter Overrides​

When viewing a report, you can temporarily adjust filters without changing the saved configuration:

  1. Click Filters to expand the filter panel
  2. Change the event selection, date range, or other filters
  3. Click Run Report again to refresh results with the new filters

These overrides are temporary and do not modify the saved report.

Grouped View vs. Detailed View​

If your report has a Group By column configured, results default to a Grouped view:

  • Data is organized into collapsible sections by the grouped column
  • Each section shows a count and aggregated totals for currency columns (e.g., total amount paid)
  • Click a group header to expand it and see individual rows
  • Switch to Detailed view using the view toggle to see all rows in a flat table

Pagination​

Reports display 50 rows per page. Use the pagination controls at the bottom of the table to navigate between pages. The total record count is shown after you run the report.

Editing a Report​

  1. From the reports list, click the three-dot menu on any report you created
  2. Select Edit
  3. The report builder opens with your existing configuration pre-filled
  4. Modify the columns, filters, name, description, or sharing setting
  5. Click Save Report to update
note

Only the person who created a report can edit it, unless you are the group Owner.

Exporting Reports​

After running a report, you can export the results in two formats:

  • CSV -- A spreadsheet-compatible file you can open in Excel, Google Sheets, or other tools
  • PDF -- A formatted document suitable for printing or sharing

Click the CSV or PDF button in the report header to download the file.

tip

Export an Emergency Contacts report as a PDF before each event so you have a printed reference available without needing your device.

Sharing Reports​

When you toggle Share with group leaders on a report, other users with the View Analytics permission can see and run the report. Shared reports display a "Shared" badge on the report card.

Shared reports can only be edited by the original creator or the group Owner.

Deleting a Report​

  1. From the reports list, click the three-dot menu on the report
  2. Select Delete
  3. Confirm the deletion in the dialog

Deleted reports cannot be recovered.

Tips and Best Practices​

  • Name reports descriptively -- Use names like "Fall Semester Signups" or "Field Day Emergency Contacts" so you can quickly find them later
  • Use Group By for summaries -- Grouping by event name or payment status gives you a quick overview without scrolling through every row
  • Create event-specific reports -- Filter to a single event for a focused attendance or contact list
  • Export before events -- Download emergency contacts and attendance lists ahead of time in case you lose internet access at your venue