How to Use Reports in a Group

Whether you’re tracking important ministry requirements, finding gaps in member data, or planning your next event... Reports allow you to quickly compile data already in Flocknote so you can have the information you need and quickly take action on it!

In this article and timestamps for the video:

• Creating a new Report. (1:33 - 2:00)
• Create a new column within a Report. (2:00 - 2:29)
• Sharing Existing Columns between Reports. (5:10 - 6:40)
• How to Edit, Delete, or Filter a column on a Report. (Throughout)
• How to Filter and Perform Actions on a Report. (4:16 - 5:05)
• Integrating Profile Fields with Columns on a Report. (2:40 - 3:07)
• Adding Signup Items and Customizable Profile Fields to your Report (3:07 - 4:13)

Make a new Report:

Select one of your groups from the lefthand sidebar and click on the Reports tab. If it's your first time creating a Report within this group, you'll click the big blue + Create Report button. If you've already created a Report within a group, you can just hover over the (+) icon and you can click the + New Report button. 

Create a new column within a Report: 

Hover over any of the column titles until a (+) icon appears. Click it and it will allow you to customize the name and the type of that column. Click Save and it will create that column to the right of the existing column. 

There are three options for a Column:

1. New
2. Existing
3. Profile Field

Please note: Once a column is made, you will not be able to change the column type (text/checkbox/number). Instead, if you need to change the column type, you will want to delete the column and create a new one. 

Create a New Column:

This option allows you to create a new column from scratch. You can choose the type (checklist, text, number). For example - A checklist for attendance with the title being the event or date (the total will tally at the bottom of the report), text for information like emergency contacts and phone numbers, and a number column for payments or amount owed (the total will tally at the bottom and side of the report).

Sharing Existing Columns Between Reports:

If you want to share an existing column you've created between reports, you can do so by selecting the + icon to add a column. From there, select Existing on the pop-up menu which will allow you to choose from different groups and reports with existing columns. That way if you want to share attendance or a column for forms you can!

Integrating Profile Fields with Columns on a Reports:

Inputting and tracking data on your members is even easier with the ability to integrate Profile Fields with columns. Now you can add existing profile fields which will auto-populate with existing data, as well as update a member's profile when you input new data into that field.

Example: You have an existing profile field for allergies, you add that to your column and it auto-populates with the information that is already on file. You can now see all of that information and add new information to members which will update your report and their profile.

Adding Signup Items and Customizable Profile Fields to Your Report:

If you have members who have filled out a Signup item or customizable field within a Signup, you can add that information directly to your report as a column. For example, if members register for Vacation Bible School through a Signup, you can send over the information they filled out on the Signup, such as Emergency Contact Information, Permission forms, etc!

To do this, you'll go to the Signup from which you want to extract a field. Go to the Respondent Data tab of the Signup, and select the three-line button next to the field column that you'd like to move to your report. Click on Share with another report and select the report you want to add it to and then either select Go to Report if you're done or keep adding fields from your Signup. It will look like this:

Edit, delete, or filter a column within a Report: 

Hover over any of the column titles until a stacked lines icon appears. Click it and it will allow you to filter, check/uncheck all (if that column is a checkbox column), move the column to the right/left, or delete. 

Filter and perform actions on a Report: 

↓ See specific use cases for Reports in the articles at the bottom of the page. ↓