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Staff Advanced Reports

Using CampSite's Advanced Report tool, you can create custom reports on the staff data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple staff at once, posting mass transactions, and more.

To create or view an advanced report, select Advanced Reports from the Staff dropdown menu on the navigation bar.

Open a Previously Saved Report

To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").

Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.

 

Creating a New Report

To create a new report, start by adding staff to your report based on their current hiring status for the given year.

  1. Add hired staff to your report by selecting the sessions they've been hired for.
    • When a session is added to a report, all staff currently hired for that session will display in the report results.
  2. Add unhired staff to your report by selecting their lead status.
    • When a status is added to a report, all unhired staff labeled with that status will display in the report results.

To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing hired staff and not hired staff).

Tip: Adding all sessions and all statuses will generate a list of every staff person in your database.

Adding Fields of Information to a Report

By default, an Advanced Report only generates each staff person's first and list name.  To generate additional information about each staff person, add fields to the report.

To add fields of information to your report, click "+Add a field..."

A pop-up window will open presenting all of the fields that can be added to the report.

  1. Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
  2. Checkmark a field to add that data to your report.

Close out of the Fields window to return to the report. Additional columns will appear in the report results containing the data within the fields you selected.

Field Settings

For each field added to the report:

  1. Click and drag to re-arrange the order of the columns in the report.
  2. Double click to split multiple values onto separate rows in the report.
  3. Double-click to group the report results by the data within this field.
  4. Double click to remove the field from the report.
  5. Click a column header to sort the report by the data in that particular field (A-Z). Click again to sort Z-A.

Splitting Multiple Values

Certain fields of data could contain more than one value for a staff person. For example, staff could list multiple activities that they're qualified to lead, so the "Qualified to lead" field would contain multiple values for a staff person if they listed more than one qualification.

By default, fields that contain multiple values wil display all values in the same row of the report (with the values separated by commas).

An example of multiple values:

By activating the "splitting" function for a field that contains multiple values, the report will display each individual value on a separate row in the report results.

  1. To split multiple values in a field, double click the two-pronged arrow icon.
  2. Each value now displays on a separate row (meaning the staff person is listed several times - once per value)

Grouping the Report Results

Group together staff with the same value for a given field by activating the grouping function for that field.

  1. Double click to activate the grouping function for a given field.
  2. See the header for each grouped value (and the number of rows within each group).
  3. See the staff within the group (i.e. that have that particular value for the grouped field).

Tip: If grouping by a field that contains multiple values, split the field first so that the report groups each value individually.

Grouping Controls

  1. "Show all groups" will show all staff within each group.
  2. "Hide all groups" will hide the staff within each group, so that only the group name / number of rows displays in the results.
  3. Check or uncheck all groups in the results (next to the header for each value). If a group is un-checked, it will not be included if you complete an action (e.g. print; export; generate labels; etc.)
  4. If printing the report, choose whether or not to insert page breaks between each group when printing.

Filtering the Report Results

Remove certain staff from the report by adding filters.

Click +Add filters... to add a filter to the report.

A pop-up window will present all the fields of data that you can filter by.

  1. Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
  2. Checkmark a field to filter the staff in the report based on their data within that field.

Another window will ask you to specify your filter criteria.

  1. First, select how to filter by this field.
    • Filter criteria are dependent on how the data in that field is collected. For example, age can be filtered by "is between", "is not between", "is blank", or "is not blank".
  2. Enter the filter criteria.
  3. Add the filter.

The report will immediately update to only include the staff who meet your filter criteria. Add more filters to continue narrowing down your results as needed.

 

Managing a Report

  1. Info: Rename or delete the report. Note: you must have "admin" level permission to the saved report to make changes to it.
  2. Save: Save the report.
  3. Save as: Save a copy of the report under a different name.
  4. Permissions: Manage which permission level each admin user has for the report.
    • Read = The user can view the report, but cannot edit or delete it
    • Admin = The user can view/edit/delete the report
    • By default, only the creator of a report has "admin" level permission to it. All other users will receive "read" access only.  The creator can grant other users "admin"-level permission by editing the report permissions as needed.
  5. Subscribe: Subscribe to a report an CampSite will generate the email on a regular basis and email the user with a summary of the new report results.
  6. Advanced Report Management: Manage report permissions in mass; manage report categories; and delete reports.

Mass Actions

Complete an action towards all of the staff in the report using the action buttons.


Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.

  1. Refresh the report results.
  2. Print the report.
  3. Send a mass e-mail to all of the staff in the report.
  4. Schedule a mass e-mail to send automatically at a date + time of your choosing. Note: The report must be saved before an e-mail can be scheduled.
  5. Send a text message to all of the staff in the report.  
  6. Export the report results as a spreadsheet.
  7. Share this report via e-mail with other CampSite admin users.
  8. Generate documents for every staff in the report.
  9. Generate labels for every staff in the report.
  10. Post the same note on the profile of every staff in the report.
  11. Download the profile photos of every staff in the report.
  12. Mass edit data for every staff in the report (first, add a field for the data to the report; then click the Edit button to start editing in mass).
  13. Identify the Missing Forms for every staff in the report (i.e. which forms each staff still needs to submit).
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