Skip to content
ORG-APP
Help center

Custom reports

Reports you build yourself from people, hours, leave, bookings, members, tasks or a form's responses, reading only what you can already see.

Build and run a report

  1. Choose what it is about under About, such as Time and hours, and press Choose.
  2. For Form responses, choose the form under Form too, and press Choose again. Only named forms you run are offered.
  3. Check the Fields to show, up to 20.
  4. Narrow it with Unit, Status and, where they are offered, the two days, if you like.
  5. Choose Group by for a line per group, and Add up for hours or places where it is offered, or leave it at one row each.
  6. Press Run the report.

Then: The results show below. Without a grouping each row is listed, the first 200 on the page and every one in the download. With a grouping, each line says how many people it covers. The report is in the page's address, so the link opens it again.

Mary Ann needs hours by unit for September. They choose Time and hours, check Unit and Hours, set the days to September 1 and September 30, group by Unit, add up Hours, and press Run the report. One small unit reads Not shown, so for the funder they group by Month instead.

Save a report and share it

  1. Run the report first.
  2. Under Save this report, type its Name.
  3. Choose where to keep it under Keep it at: a unit where you run reports.
  4. Check Share it with the report runners at that unit to share it, or leave it unchecked to keep it to yourself.
  5. Press Save.

Then: It says Saved, and whether it is shared with the report runners at its unit or only you can open it. It is listed under Saved reports at the top. A saved report keeps its fields and filters, never its rows: whoever opens it sees what they can see themselves, that day.

Who: Report runners whose reach covers that unit open a shared report. Only whoever saved it, or an Owner or Admin, changes or removes it.

Change or remove a saved report

  1. Press the report's name under Saved reports. It runs at once, as you.
  2. To change what it reads, change its fields or filters in the form above and press Run the report: it stays open as the saved report.
  3. Under Change this saved report, change its Name, Keep it at, or whether it is shared.
  4. Press Save the changes.
  5. Or press Remove the saved report, then Remove, or Keep it to leave it.

Then: The saved report keeps its new fields, filters, name, unit and sharing. Removing it takes away the saved report only: nothing it read is changed.

Rather not? To keep the old one as it is, open Custom reports afresh, build the new one under Build a report, and save it under a name of its own.

Download a report

  1. Run the report, or open a saved one.
  2. Press Download beside the title.
  3. Choose Excel (.xlsx) or CSV (.csv).

Then: The file has every row the report reads, or its groups with the same figures held back, and a sheet saying what it is. Each download is written on your organization's audit record, and a download of form responses 25 rows long or more is also emailed to the Owners and Admins.

Who: The audit log keeps who downloaded it, when, and how many rows, never what was in the file.

Custom reports are for the Owner, Admins and people given Run custom reports, on a seat or by a custom role, and only where your organization's plan has Admin tools. A report reads only what you can see on each subject's own page, and only at units where you run reports. Somebody given Run custom reports who reads no staff reports comes here when they open Staff reports.