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.
- 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.
- 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.
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.
- Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
- 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:
- 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.
- Double-click on the two pronged arrow icon to split multiple values onto separate rows in the report.
- Double-click on the bullet point list icon to group the report results by the data within this field.
- Double-click on the red icon to remove the field from the report.
- 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:
- To split multiple values in a field, double click the two-pronged arrow icon.
- 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.
- Double click to activate the grouping function for a given field.
- View the total number of groups found in the report.
- See the header for each grouped value (and the number of rows within each group).
- 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
- "Show all groups" will show all campers within each group.
- "Hide all groups" will hide the campers within each group, so that only the group name / number of rows displays in the results.
- 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.)
- 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.
- Fields are organized under different tabs, based on the type of data they represent. Select a tab to view the available fields within it.
- To select a filter, click the corresponding checkbox.
Another window will ask you to specify your filter criteria.
- 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".
- Enter the filter criteria.
- 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
- Info: Rename or delete the report. Note: you must have "admin" level permission to the saved report to make changes to it.
- Save: Save the report.
- Save as: Save a copy of the report under a different name.
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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.
- 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.
- 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.
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.
- Refresh the report results.
- Print the report.
- Send a mass e-mail to all of the parents and/or campers in the report.
- 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.
- Send a text message to the parents of every camper in the report.
- Export the report results as a .csv spreadsheet.
- Share this report via e-mail with other CampSite admin users.
- Generate documents for every camper in the report.
- Generate labels for every camper in the report.
- Post the same note on the profile of every camper in the report.
- View a Family Map of every camper in the report (i.e. their home address).
- Download the profile photos of every camper in the report.
- Mass edit data for every camper in the report.
- Post a mass transaction for all campers or families in the report.
- Identify the Missing Forms for every camper in the report (i.e. which forms each camper still needs to submit).
- Generate a PDF copy the financial statement for every family in the results.
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.
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:
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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.
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.
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.