Advanced Reports

Camper Advanced Reports - Tutorial Video

Advanced Reports is a powerful tool for building custom reports on Camper data. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple campers at once, posting mass transactions, and more.

Watch the clip below from our Phase 4 webinar where we demonstrate how to generate reports and use key advanced reporting features.

Advanced Reports Management

From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.

Using reports

Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.

From the Advanced Reports Management page, you may:

Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have).
That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here.

Managing Categories

View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.

If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster).  When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.

Add a New Report Category

To create a new category for saving reports under, click Add new report category.

Enter the category name and click Add category to save changes.

To edit the category name, double click the pencil icon.

Remove a Report Category

When a report category is removed, the category/all reports therein will no longer appear:

  • In the list of "Saved Reports" located at the top of the Advanced Reports page
  • In the list of reports to select from when adding a restriction to a form or enrollment option
  • As an available category to select when saving a new report

To remove a report category and all reports therein, archive or delete it.

While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.

Archive a Category

To archive a report, start by double clicking the pencil icon next to the category name.

Click Archive category.

Note that there are no special admin user permissions required to be able to archive an entire report category.

Archived categories can be unarchived later, if needed. Click here to learn how.

Delete a Report Category

If a category contains no advanced reports, you can delete it by double clicking the red delete button.

To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.

Manage Individual Reports

If the category is collapsed, click the category name to expand it and view the reports therein.

For each report within a category, you can:

Edit a Report Name/Assigned Category

Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.

Note that users can only edit/archive a report if they have "admin" permission to it.

Edit Permissions for the Report

Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here.  Note that you can only edit the report permissions if you yourself have "admin" permission to the report.

Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.

To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.

View the Report Details

View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.

Remove a Report

When a report is removed, it will no longer appear:

  • In the list of "Saved Reports" located at the top of the Advanced Reports page
  • In the list of reports to select from when adding a restriction to a form or enrollment option

To remove a report, archive or delete it.

While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.

Archive a Report

Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.

CampSite: Advanced Reports Management: Campers 🔊

Click to archive the report. The report will then be archived within the assigned category.

Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.

Delete a Report

Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.

Also, you cannot delete a report unless you have "admin" permission to the report currently.

Manage Archived Categories/Reports

When a report/category is archived, it will no longer appear:

  • In the list of "Saved Reports" located at the top of the Advanced Reports page
  • In the list of reports to select from when adding a restriction to a form or enrollment option
  • As an available category to select when saving a new report

View Archived Reports within an Active Category

Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.

Unarchive a Report

To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.

View Archived Categories

Click "Load archived categories" to view all report categories (and reports therein) that have been archived.

Unarchive a Category

Double click the pencil icon next to the category icon.

Banners and Alerts

Click to unarchive the category.

Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.

Mass Permission Changes

Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.

Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.

Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.

For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.

Managing Report Permissions

Each saved report in your database has its own permission settings that control the level of access each admin user has for the report. Report permissions can be managed one report at a time, or in mass.

Important note: You must have "admin" permission for a report to edit the report's permissions. By default, the user who created/saved the report plus any users with the "Reports" user permission have "admin" permission to a report.

All other admin users are granted "read"-only access, unless another user with "admin" permission grants other users "admin" permission was well.

Permission Levels

There are 3 different levels of permission for a saved report:

  • Admin: The user can view, edit, and delete the report, and can also control other users' permissions for the report.
  • Read: The user can view the report, but cannot save changes to or delete the report, nor can they control other users' permissions.
  • No permission assigned: The user cannot view, edit, or delete the report.

Edit Report Permissions for a Single Report

Edit a user's permission for a single report using the Permissions button on the Advanced Reports page.

  1. Load the saved report you wish to edit permissions for
  2. Click the Permissions button
  1. Checkmark the user* you wish to give permission
    To prevent a user from having access to the report, uncheck their name.
  2. Select a permission level on the right
  3. Click Update permissions to save changes

*If a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.

Edit Report Permissions in Mass

Edit a user's permissions for multiple reports at once via the Advanced Reports Management page.

Click the Advanced Reports Management link in the top right corner of the Advanced Reports page.

1. Expand the Report Categories

If your report categories are collapsed, you must expand the categories before beginning to edit permissions.  

Click the category name to expand every category containing the reports you wish to manage the permissions for.

2. Click Mass Permissions Changes

Next, click the Mass permissions changes button in the top right.

3. Checkmark Reports

Checkmark which reports you wish to update permissions for, using the "select all/none" link or by individually checkmarking reports.

Note that you may only select the reports for which you currently have "admin" permission.

4. Select to Add or Remove Permissions

To give a user new permissions for the selected reports, click Add permissions.

To revoke a user's permissions to the selected reports, click Remove permissions.

Adding Permissions

  1. Select a user*
  2. Select a permission level
  3. Click Add permissions to save changes

*If a user has the Reports user permission, they cannot have their report permissions edited via "mass permission changes." To learn more, click here.

Removing Permissions

  1. Select a user
  2. Click Remove permissions to save changes

When permissions are removed, the admin user can no longer see or access the saved report when using Advanced Reports.

Camper Advanced Reports

Using CampSite's Advanced Report tool, you can create custom reports on the camper and family 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 campers at once, posting mass transactions, and more.

To create or view an advanced report, select Advanced Reports from the Campers 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 campers to your report based on their enrollment status for the given year.

  1. Add enrolled campers to your report by selecting the sessionsthey're enrolled for.
    • When a session is added to a report, all campers currently enrolled for that session will display in the report results.
  2. Add campers who are not enrolled by selecting their lead status.
    • When a status is added to a report, all campers  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 enrolled campers and not enrolled campers).

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

Adding Fields of Information to a Report

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

Fields

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 generate that data in the report.

Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.

Field Settings

For each field added to the report:

  1. Click and drag fields by the three gray lines icon on the far left side of each field name to re-arrange the order of the columns in the report.
  2. Double-click on the two pronged arrow icon to split multiple values onto separate rows in the report.
  3. Double-click on the bullet point list icon to group the report results by the data within this field.
  4. Double-click on the red icon to remove the field from the report.
  5. Single 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 camper. For example, the "enrollment extra names field" for a camper who purchased a t-shirt, AM Extended Care, and PM Extended Care would contain all 3 of those values.

By default, fields that contain multiple values will display all of those values in the same row of the report, separated by commas.

An example of multiple values:

 

By activating the "splitting" function for a field that contains multiple values, the report will split those values onto separate rows in the report results.

An example of multiple values being split:

  1. To split multiple values in a field, double click the two-pronged arrow icon.
  2. Each value now displays on a separate value

Overall, splitting results can help with seeing more individualized information in a report instead of having it all grouped together. 

Note that splitting multiple values will increase the number of results in the report as campers will now be listed once per value.

Grouping the Report Results

Group together campers 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. View the total number of groups found in the report.
  3. See the header for each grouped value (and the number of rows within each group).
  4. See the campers 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 campers within each group.
  2. "Hide all groups" will hide the campers 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 campers from the report by adding filters.

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

 

A pop-up window will present all filters you can apply.

  1. Fields are organized under different tabs, based on the type of data they represent. Select a tab to view the available fields within it.
  2. To select a filter, click the corresponding checkbox.

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 results will update to include only the campers who meet your filter criteria. To narrow down the results even further, add additional filters as needed.

Report Tools

Using reports
  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
    • Learn more about managing report permissions here.
  5. Subscribe: Subscribe to a report and 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 campers in the report selecting the action buttons.

Using reports


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 parents and/or campers 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 the parents of every camper in the report.  
  6. Export the report results as a .csv spreadsheet.
  7. Share this report via e-mail with other CampSite admin users.
  8. Generate documents for every camper in the report.
  9. Generate labels for every camper in the report.
  10. Post the same note on the profile of every camper in the report.
  11. View a Family Map of every camper in the report (i.e. their home address).
  12. Download the profile photos of every camper in the report.
  13. Mass edit data for every camper in the report.
  14. Post a mass transaction for all campers or families in the report.
  15. Identify the Missing Forms for every camper in the report (i.e. which forms each camper still needs to submit).
  16. Generate a PDF copy the financial statement for every family in the results.
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.

Fields

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 generate that data in your report.

Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.

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. View the total number of groups found in the report.
  3. See the header for each grouped value (and the number of rows within each group).
  4. 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.

Report Tools

  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
    • Learn more about managing report permissions here.
  5. Subscribe: Subscribe to a report and 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).
Group and Guest Advanced Reports

Select either guest or group.  For this example we'll choose "Advanced Reports: Guests".  (Both are very similar)

  1. If you have any saved reports, you can select them from the dropdown. In this example, we will create a new report.
  2. You can choose to include all guests or select individual Events.  (be sure that you select the year that you want.)

We'll create a report with the event Family Picnic, and the fields of Last name, First name, Group name, and Guest ID.

Fields

Fields
  1. Click on "Event" and choose Family picnic.
  2. Next click "Add fields..."

Under Guest info choose Group name and Guest ID.  (First name and Last name will be choose by default)

Close the window to return to the report.

Additional columns have been added to the report.

  1. Click and drag a field to re-order the columns on the report.
  2. Double-click the red minus sign to remove a field.
  3. Click a column header to sort data alphabetically or numerically.

Filters

Any reportable field can also be added as a filter, which can be used to narrow down the results of your report.

We will add a filter to our report so it only includes female Guests.

Click "+Add a filter..."

  1. First select "Gender" under Guest info.
  2. Once under the filter for gender select Gender "is", "is not", "is blank" , "is not blank"
  3. Choose from male, female, both or other gender categories if your camp has set it that way.
  4. Click "Add filter".
  1. Displays the results for male guests.
  2. Print
  3. E-mail the male guests.
  4. Export to a spreadsheet.
  5. Share saved report with other administrators.
  6. Generate documents.
  7. Generate labels.
  8. Download profile photos for all individuals on the report.
  9. Edit registrant data on the report.
  1. Click "Save as" to save the report and re-use it in the future.
  2. Advanced Reports Management.
Mass Editing Data via an Advanced Report

Use the "Edit" feature in an advanced report to mass edit data for multiple campers at once. This tool can be used to overwrite existing data or add data where none is currently on file.

Note: This article will demonstrate editing Camper data, but the same steps apply for editing data for Staff, Alumni, Groups/Guests etc. via those reports as well.

1. Populate the right individuals in the report results

First, add sessions/statuses/filters until your report results populate the individuals whose data you wish to edit.

In this example, Camp Firewood is going to mass edit campers enrolled in Week 1  who are 8-10 years old.

2. Add the field(s) you wish to edit

Next, add field(s) for the data you wish to edit. Please note that family-level fields cannot be mass edited--only camper-level fields.

First, click the "Add fields..." link.

Next, find and select the field(s) you wish to edit. In this example, Camp Firewood is mass editing every camper's division name for Week 1.

After selecting the field(s) you wish to edit, close the pop-up window and return to the report.

You'll now see additional columns in the report populating each camper's data for the field(s) you selected. Note in this example, Memphis, Myles, and Manuel already have a division, while the other campers do not.

3. Enable editing

Next, enable editing for the relevant field.

First, click the Edit button.

In the pop-up window, checkmark the field(s) you wish to edit and then click "Enable editing."

Your report results will then enter Edit mode.

4. Edit the data

Once in Edit mode, you'll be able to edit each camper's value for this field directly from the results area.

You can either edit each camper individually, or apply the same value to all rows.

Note that you can overwrite existing data (e.g. change Memphis' division from Orange Group to Blue Group) and/or add data where there is none.

Edit values individually

To edit campers individually, click the corresponding field in the camper's row of the report and enter data.  Depending on the field, you'll either be prompted to type data in manually or select from a dropdown.

In the example above, Division names appear in a dropdown list because they're preset values from Camp Firewood's bunking board settings.

Each time a row has been edited, it'll be highlighted in yellow. Once you're finished editing the values as needed, save your changes. Click here to learn more.

Edit values in mass

Instead of editing each value individually, you can also set all rows to the same value at once.

First, click the "Set all rows to the same value..." button in the edit modal.

  1. Checkmark the field you wish to "set all rows" for
  2. Select/enter the value you wish to apply to all rows
  3. Click the "set all rows" button

In a pop-up window at the top of the screen, you'll be asked to confirm. Click "OK" to proceed.

After confirming, all rows will display the value that you selected.

To officially apply these changes, you'll need to save your data. Click here to learn more.

Discard changes

If needed, you can discard all changes made to the editable field(s) and revert back to the original data for each camper.

To do so, click the Discard changes button on the right side of the Edit modal. A pop-up window will ask you to confirm - click Yes to proceed.

After confirming, the report will exit Edit mode and all values will return to their previous version prior to when you enabled editing.

5. Save the data

To officially apply the updates you made to these values, you'll need to save your changes. Upon saving your changes, the changes to this field will be reflected everywhere in CampSite (e.g. the camper's profile; other reports; etc.)

To save your edits, click the Save changes button in the edit modal that appears directly above your results.

Please note that clicking the "Save Changes" button at the very top of the page will not save your edited data. You must specifically click the "Save changes" button that appears directly above your report results.

Confirm your changes by clicking OK in the pop-up window. The report will exit Edit mode and display your results with the new data that you applied.