How do I use the Reports feature?

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. This allows you to get the information you need and quickly take action on it!

Need inspiration? Check out some common use cases for Reports HERE!

Report Types

There are two types of Reports on your Flocknote network. Read on to learn more about these time-saving tools!

Network Reports:

To start, Network Reports live under the Reports tab on the left-hand side panel of your Flocknote network. Network Reports can combine member data from various groups or they can track data for all the members on your network at once. Network Reports can be seen by all Super Admins and any Group Admins that have admin access in all of the groups looped onto the Report.

Report Templates

To make things easier, we've included a few templates for Network-wide reports. Click on one of the Template titles to start tracking that info for your church community!

If you are looking to track a different data set, click the blue Create a new Report button to begin customizing a Report instead! This will take you to our Reports Generator:

1. Title: Get the ball rolling by giving your Report a title.
2. Groups: Select the groups whose members you would like to pull into this Report. You can select as many groups as you'd like!
3. Access: Decide who needs to see this report. All Super Admins can see Network Reports by default. The Share with other admins box applies to your Group admin's access. If you leave this box checked, Group admins that are an admin for every group looped onto the report will be able to see and edit it.
4. Create: Once everything is in tip-top shape. Click Create Report!

Group Reports

Group Reports live inside a group. Group Reports can be seen by all Super Admins and the Group Admins for the group the Report lives in. For a more detailed guide on group reports, check out this guide: How to use Reports in a group

To start a Group Report, select one of your groups from the left-hand sidebar and click on the Reports tab. If it's your first time creating a Report within this group, you'll click the 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. 

Building your Report

Default columns

All reports have 3 default columns to help you get started: Checklist, Text, and Number Columns. You can rename these columns by clicking the text at the top of the column, or you can remove them by hovering over the name until the three horizontal lines appear.

Add additional columns

Adding a new column only takes a few clicks! Start by clicking the plus sign (+) next to any existing column.

Reports are powerful and can pull together data from all over Flocknote so you have several choices when it comes to adding additional columns.

• New: This option allows you to add another of the default column types. The information added to the checklist, text or number column will exist only in this Report (unless shared.)
• Existing: This option allows you to pull in an existing column from another Report. Simply select the group, the name of the other Report, and the name of the specific column to pull that information into your new Report. The information inside an existing column is dynamic and can be updated on the new or the original Report.

• Profile Field: This option lets you pull info from your custom profile fields onto your Report. The data in these fields is dynamic, meaning any information updated for these fields (inside the Report) will also update on your member's profiles - making record keeping easier than ever!

Filter your data

After adding your columns, you can use the Filter feature to narrow down the results that appear on your Report. For example, filters can help you see who in your Religious Education class has paid their registration fee, or see who attended the last class. They can even help you see things like which donors need to update their email for tax season!

Let's take a look! There are two ways to filter...

Filter the entire report

Select Add a Filter in the top right-hand corner. A menu will appear with different criteria for you to filter for with these members. These are the building blocks of your report! To learn the basics of filtering, click HERE.

In this particular use case, I’ve selected Personal Info > Baptism Date > Date is after January 1st, 2024. This will generate a list of all members who were baptized within the past year.

To save this view, I'll select the Save icon next to the purple Filter icon. Now that the filter is saved, anytime I visit that Report I will see a list of members who have been Baptized in 2024 and whether or not that Baptism has been recorded in our registry book. 👏 This will save time and keep things organized going forward.

Filter on a Column

To filter from a particular column, hover over the column title. When the three lines appear, click those to open the drop-down. Select the Filter option

From there, you can narrow down your search! In this case, I want to see those who have a Sponsor name filled out for my Confirmation Prep Class.

Take Action!

It doesn’t stop there - now you can use that filtered information to take Action! You have the option to bulk select these members and click on the purple Actions button to: 

• Add them to another group
• Remove them from that particular group (if you are working within a specific group and not in your Everyone group)
• Remove them from the network
• Email or text the members on the Report

Copy and Share your Report

No matter what project you have on your To-do list! Report actions can help get your data in the right place! On the following Report actions, you share more data/more dynamically the lower you go on the list. Check out the list below for details.

• Copy Report Structure:
  • What it does: This copies the existing column headers over to a new Report
  • Use it for... A great use case for the Copy Report Structure function is attendance! Save time by creating checklist columns for each day you have a class, and then copy that structure to other grade levels or classes.
• Copy Report Structure & Data
  • What it does: Not only does this copy the report structure (current column headers,) it also brings over any existing Report field data.
  • Use it for... use the Copy Report Structure and Data function to pass existing report + data on to other volunteers/admins.
• Share the Report Columns
  • What it does: All the existing columns + the data in those columns are dynamic.
  • Use it for... Safe Environment or other "requirement heavy" projects are a cinch with the Share Report Columns feature
• Share the Entire Report
  • What it does: This creates an exact/dynamic copy of the report. Any edits made on one report will be made on the other. 
  • Use it for... Make copies of existing reports and share them with other admins. Team work makes the dream work!

Reports can supercharge information within your network so that you have the right tools to connect with members.