Back to Help Centre
📊

Reports & Analytics

Generate attendance reports, gain insights into your club's activity, and export data for analysis.

Attendance Summary Report

The attendance summary gives you an overview of attendance across all sessions for a given time period.

Accessing the Report

  1. Go to Reports from the sidebar
  2. Select Attendance Summary
  3. Choose your date range (see Filtering below)
  4. Click Generate Report

What the Report Shows

Summary Statistics

  • Total attendance (number of check-ins)
  • Unique young people who attended
  • Number of sessions run
  • Average attendance per session
  • Peak attendance day/session

Attendance by Session

  • Breakdown by session type
  • Average attendance per session type
  • Capacity utilisation percentage
  • Trend compared to previous period

Attendance by Day

  • Daily attendance chart
  • Weekly patterns
  • Busiest days of the week

Understanding the Data

The attendance summary counts check-ins, not individuals. If someone attends 3 sessions in a week, that counts as 3 attendances. The "unique young people" stat shows how many different individuals attended at least once.

Tip

Use this report for funding applications and annual reports to demonstrate your club's reach and impact.

Session Performance

Dive deeper into individual session performance to understand which sessions are working well and where there might be room for improvement.

Session Performance Report

  1. Go to Reports → Session Performance
  2. Select the session you want to analyse (or "All Sessions")
  3. Choose your date range
  4. Click Generate Report

Key Metrics

MetricWhat it measures
Average AttendanceMean number of young people per session instance
Capacity UtilisationWhat percentage of available spaces are filled
Retention RateHow many attendees return week-to-week
New MembersFirst-time attendees for this session
Cancellation RateHow often the session was cancelled
Average DurationHow long young people stayed (check-in to check-out)

Attendance Trends

The session performance report includes a trend chart showing:

  • Week-by-week attendance over time
  • Comparison to session capacity
  • Moving average to smooth out variations
  • Highlighted peaks and troughs

Demographic Breakdown

See who's attending your sessions:

  • Age distribution of attendees
  • Gender breakdown
  • Regular vs occasional attendees

Using This Data

Low capacity utilisation might indicate the session time doesn't suit your audience. High retention shows young people enjoy the session. Use these insights to plan future sessions and allocate resources.

Member Reports

Member reports help you understand your membership base and track engagement over time.

Active Members Report

Shows young people who have attended at least once in a given period.

  • Total active members
  • New registrations
  • Members who haven't attended recently (at risk of lapsing)
  • Comparison to previous period

Individual Attendance History

View a specific young person's attendance record:

  1. Go to Young People and open their profile
  2. Click on the Attendance tab
  3. See their full attendance history:
    • Every session they've attended
    • Check-in and check-out times
    • Total sessions attended
    • Attendance streak information

Registration Report

Track new registrations over time:

  • New registrations by week/month
  • Registration source (self-registration, guardian portal, staff entry)
  • Pending registrations awaiting approval
  • Registration to first attendance conversion

Engagement Alerts

The system can flag members who haven't attended in 4+ weeks, helping you reach out before they become inactive.

Staff Reports

Staff reports help you track team activity, session coverage, and staff engagement across your club.

Accessing Staff Reports

  1. Go to Reports from the sidebar
  2. Select Staff Reports
  3. Choose your date range
  4. Click Generate Report

Available Staff Reports

Staff Activity Summary

Overview of all staff members and their activity:

  • Sessions led/attended per staff member
  • Check-ins performed
  • Last active date
  • Total hours on sessions

Session Coverage Report

Shows staff coverage across your sessions:

  • Sessions with assigned session leaders
  • Sessions without coverage
  • Staff-to-young-people ratio per session
  • Upcoming sessions needing staff assignment

Individual Staff Report

Detailed view for a specific staff member:

  • All sessions they've worked on
  • Check-ins they've performed
  • Sessions they're assigned to as session leader
  • Activity timeline

Staff Report Filters

Filter staff reports by:

  • Role - View by Session Leader, Team Member, Management, etc.
  • Status - Active or inactive staff
  • Session - Staff assigned to specific sessions
  • Date Range - Activity within a time period

Using Staff Reports

Staff reports are useful for identifying training needs, recognising active volunteers, and ensuring adequate coverage across all your sessions.

Filtering and Date Ranges

All reports support flexible filtering to help you find exactly the data you need.

Quick Date Ranges

Select from preset date ranges for quick reporting:

  • Today - Current day
  • This Week - Monday to Sunday of current week
  • This Month - 1st to last day of current month
  • Last 30 Days - Rolling 30-day period
  • This Term - Current school term
  • This Year - Calendar year to date
  • Custom - Choose your own dates

Custom Date Range

  1. Select Custom from the date range dropdown
  2. Click on the From date picker and select start date
  3. Click on the To date picker and select end date
  4. Click Apply

Additional Filters

Depending on the report, you may also be able to filter by:

Session

Filter to specific session types

Location

Filter by venue

Age Group

Filter by age range

Gender

Filter by gender

Saving Filter Presets

If you regularly run the same report with the same filters:

  1. Set up your filters as desired
  2. Click Save as Preset
  3. Give it a name (e.g., "Monthly Board Report")
  4. Next time, select it from the presets dropdown

Exporting Data

Export your data for external analysis, reporting to funders, or backup purposes.

Export Formats

CSV

Comma Separated Values

Best for importing into spreadsheet software like Excel or Google Sheets. Opens directly in most spreadsheet applications.

Excel

Microsoft Excel (.xlsx)

Native Excel format with formatting preserved. Multiple sheets for complex reports. Best for sharing with others who use Excel.

PDF

PDF Document

Formatted report ready for printing or emailing. Best for sharing with stakeholders who don't need to edit the data.

How to Export

  1. Generate your report with desired filters
  2. Click the Export button
  3. Choose your format (CSV, Excel, or PDF)
  4. The file will download to your device

What's Included in Exports

Exports include all data visible in the report, including:

  • All columns/fields shown in the report
  • Data filtered to your selected criteria
  • Summary statistics (where applicable)
  • Report generation date and filter information

Bulk Data Export

For GDPR compliance or backup purposes, Club Owners can export all club data:

  1. Go to Settings → Data Management
  2. Click Export All Data
  3. Choose what to include (members, attendance, etc.)
  4. Click Generate Export
  5. You'll receive an email when the export is ready to download

Data Protection

Exported files contain personal data. Handle them securely, password-protect if sharing, and delete when no longer needed. Don't store exports in unsecured locations.

Related Articles

📅

Session Management

Managing your sessions

✅

Check-In History

Viewing attendance records

👥

Young People

Managing member profiles

👔

Staff Management

Who can access reports