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! Or keep your eyes peeled for Inspiration boxes below 💡

Report Types

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

Network Reports:

Network Reports can combine member data from various groups or your network as a whole. They can be seen by all Super Admins and any Group Admins that have admin access in all of the groups looped onto the Report. Network Reports live under the Reports tab on the left-hand side panel of your Flocknote network.

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 everygroup Iooped onto the report will be able to see that.
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 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. 

Building your Report

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 or you can remove them by hovering over the name until the three horizontal lines appear.

On the next page, you’ll see a list of all of the members who are in that group prefilled on the left-hand side. From there, you can use the Add a Filter button to begin creating your custom report.

You’ll notice that three columns are automatically added, similar to the Reports feature in individual groups. These are there to help get you started. You can retitle those, keep them there, or add a new, existing, or profile field column if you’d like! Learn more about that HERE.

After selecting Add a Filter a menu will appear with different criteria for you to Filter for with these members, including any information in the existing Report columns. 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.

Once I ran my filter, I tidied up the columns of the report. I’ve renamed my first column Added to Registry to keep track of Baptisms this year that have been added to the Church Registry. I went ahead and deleted the other columns to keep things simple.

To save this view, I'll select the Save icon next to the purple Filter:

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.

Actions on a Report

It doesn’t stop there - now I 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
• Add them to an email or text note

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

Here are a few suggested use cases for Reports:

• A running report of all Admins on your network
• Members that have not joined any groups (outside of Everyone). 
• View members who have filled out their membership status or see all registered members at once.
• Running reports of current and recurring donors, members who have given in the last month, quarter, year, etc. 
• Reports for those who haven’t uploaded important files (Baptismal Certificates, Permission Slips, etc) for Religious Education or Youth Ministry.