Use Reports to Track Trends

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Event reports give you access to weekly attendance numbers, trends, and rosters. Use those reports to find general information about each session. To find more specific information about the people who attended the session, use People lists.

Important

Editors can create new reports, and Viewers can view the reports created by Editors.

Check out this clip from Planning Center University.

Create a Report

To create a report, an Editor can go to the Reports tab and click New Report.

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Choose the type of report you'd like to create.

  • A Headcounts Report lets you see number totals at a glance and doesn't require additional parameters.

  • A Custom Report lets you see information about people who have checked in to that session or other sessions, depending on your scope.

Notice

If you don't see an option for a PDF for a Headcounts Report, you have too many custom headcounts. You'll need to generate a CSV instead.

Custom Report Parameters

Choose the information you'd like to see in the Custom Report.

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  1. The Scope defines the group of people you'd like to be added to the report.

    Check Include one-time guests or inactive profiles to see people who attended but aren't active in your database.

  2. Group people by page according to status, location, time, or grade. In addition, add subgroups on that same page. Within all groupings, people will automatically be sorted by their last name.

  3. Scroll to select the information you'd like in your report:

    • Check-in Info refers to the person who was checked in.

    • Primary Contact Info refers to the Primary Person in the Household.

    • Session Specific details are only available if the Scope is set to the current session.

To delete a report you no longer use, select a report from the Reports tab, and then choose Delete Report at the bottom of the screen.

Danger

A deleted report cannot be recovered.

Common Reports

If you do not see the report you’re looking for, check out People Lists!

Check Out Sheet

A roster station can be used to check kids out. However, if you need a paper copy, create a Check Out Sheet and include any necessary information about trusted people and the options a person brought with them.

Notice

If you use this report, you still have to manually check people out.

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The report will show all the information you included.

Tip

If you have more than one time for the event, you can organize your subgroups by time.

First Timers

If you want to see those who attended for the first time, you can run a report that shows only first timers or one that shows first timers mixed with other attenders.

Only First Timers

Check the First timers only box to generate a report of people who attended the event for the first time.

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When you view the report, you'll see the information you chose to include on the report options.

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First Timers with Other Attendees

Create a report with both regular attendees and first timers by checking the box in the Include section.

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Any first timer will be noted on the report.

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Missed This Session

If you want to follow up with people who missed the current session, create a report with the Scope set to Attended before but missed this session, and include the information you'll use to follow up with the people who missed.

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Tip

To make it even easier, separate each page by the location they checked in to!

Your report will show you who missed this week, and you can follow up with them if they have contact information listed.

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Room Roster

Use a roster station to see who is in your classroom. However, if you want a printout, you can create a Room Roster.

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In order to get the report you want for the Room Roster, you want to make sure you've adjusted the settings.

  1. You only want to show who is attending this session.

  2. If you're printing a PDF, separate each page by location, so you can pass the roster out to each classroom.

  3. If you're printing a CSV file, check the boxes to include Location and Times.

  4. Show the person who checked them in.

    Only the name will show on the report, but you can see the name and phone number on the child's label..

Annual Attendance

You can get a report of attendance over a year in a CSV format.

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  1. Navigate to the last date you want in your report.

  2. Manually update the Attended any sessions in the past X sessions field to 53.

  3. Tap the download CSV button to get the CSV report.

Tip

If you want a report for multiple years, you can create a report for one year at a time and combine the CSV files. Navigate to the week before the first session date of your most recent annual report and run the report again to get the previous year's records.

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