Advanced Reports

What are the different permission levels for saved reports?

Each saved report in your database has it's own permission settings. There are 3 different permission levels a user can have for each 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.

To learn how to edit the permissions for a report, please read How do I edit which users have permissions for a saved report?

Why can't I see or make changes to certain saved reports?

Each saved report in your database has its own permission settings. If you can't see a report, it means you have no permission to the report. If you can see the report but can't edit it, it means you have "read"-only permission for the report.

The permissions for each saved report are managed from the Advanced Reports page. Users who have "admin" permission to the report are able to edit the report permissions to control other users' permission levels to the report. If a user has the Reports user permission, they'll have Admin access to all reports at all times. 

To learn how to update permissions for a report, see How do I edit which users have permissions for a saved report?

How do I edit which users have permissions for a saved report?

Each saved report in your database has 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.

*Note that if an admin user has the "Reports" user permission, they will always be granted "Admin"-level permission to all saved reports and cannot have their "Admin"-level permissions revoked per the instructions below. To learn more, click here.

Updating Permissions for a Single Report

Open the saved report and then click the “Permissions” button at the top of the page. In the pop-up window that opens, checkmark the user and then select their permission level using the dropdown on the right. When you're finished, click "update permissions".

Updating Permissions for Multiple Reports

Navigate to "Advanced Reports Management". If your reports are collapsed into folders, first expand the folders containing the reports you wish to update, then click Mass Permissions Changes. Select the reports you wish to update, then click to either "add permissions" or "remove permissions". In the pop-up window, select an admin user, and if adding permissions, select their permission level, then submit your changes.

For step-by-step instructions on editing report permissions, please click here.

There are reports in my database that no one has "Admin" permission to edit/delete. How do I fix that?

An admin user can be granted "Admin"-level access to all reports in your database via the "Reports" user permission. Once granted this permission, that user can edit or delete all existing reports plus any new reports created moving forward.

To grant this permission, navigate to Admin > DB Management > Users > expand a user > expand the DB Management Permissions section > checkmark Reports > Save changes for this user. To learn more, click here.

Common Advanced Reports and how to create them
All campers in the database (from this year and all years prior) Campers with a "new" enrollment request
Campers who started enrolling but didn't finish Campers with a "waitlisted" enrollment request
Campers who aren't enrolled this year but enrolled in years prior Which campers purchased an enrollment extra
Campers who aren't enrolled this year but enrolled specifically in the previous year Which campers purchased an enrollment extra for a specific session
All campers enrolled, organized by session Families on "auto pay" for their payment schedule(s)
Campers who selected certain enrollment option(s) on their enrollment form  

All campers in the database (from this year and all years prior)

  1. Select all Sessions
  2. Select all Statuses

The report results will include every camper that has ever created an account in your database, this year or any year prior. Note that some of the campers generated in the results may never have followed through with enrollment.

Campers who started enrolling but didn't finish

  1. Select all Statuses
  2. Add a filter > select the Enrollment tab > select "Enrollment request count" > select "is blank" from the dropdown menu > add filter
  3. Add a filter >  select the Enrollment tab > select "Enrollment option + bundle name (including not checked out)" > select "is not blank" from the dropdown menu > add filter

Campers who aren't enrolled this year but enrolled in years prior

  1. Select all Statuses
  2. Add a filter > select the Campers tab > select "Years at Camp" > select "is not blank" from the dropdown menu > add filter

Campers who aren't enrolled this year but enrolled specifically in the previous year

If you are looking to create a report of campers who specifically attended the previous CampSite year but have not yet submitted an enrollment request for this CampSite year you will follow these steps:

  1. Select all Statuses
  2. Add a filter > Select the Enrollment tab > Select the sub tab for the previous year > select "Status" > Set the filter behavior to "Status contains "Enrolled" > click "add filter". (be aware that the status here is case sensitive)

All campers enrolled, organized by session

  1. Select all Sessions
  2. Add a field > select the Enrollment tab > select "Session Name" > close the pop-up window
  3. Double click to split multiple values for the Session Name field
  4. Double click to group by the Session Name field

Campers with a "new" enrollment request

  1. Select all Sessions and all Statuses
  2. Add a filter > select the Enrollment tab > select "Enrollment request status" > type New into the text field (so the filter read as Enrollment request status contains New) > add filter

Campers with a "waitlisted" enrollment request

  1. Add all Sessions and all Statuses
  2. Add a filter > select the Enrollment tab > select "Enrollment request status" > type Waitlist into the text field (so the filter read as Enrollment request status contains Waitlist) > add filter

Which campers purchased an enrollment extra

  1. Select all Sessions
  2. Add a filter > select the Enrollment tab > select "Enrollment extra names" > type all or part of the name of the enrollment extra into the text field > add filter

For example, to generate all campers who purchased a "T-Shirt" extra, filter by enrollment extra names that contain "Shirt". 

Or as an additional example, to generate all campers who purchased a "Extended Care" extra, filter by enrollment extra names that contain "Extended" or "Care".

Be aware that the term typed into the filter is case sensitive and must reflect exactly as it is in your database.

Which campers purchased an enrollment extra for a specific session

  1. Select the relevant Sessions for the enrollment option in question
  2. Add a field > select the Enrollment tab > select "session name"
  3. Add a field > select the Enrollment tab > select "Enrollment extra names"
  4. Add a filter > select the Enrollment tab > select "Enrollment extra names" > type all or part of the enrollment option name into the text field > click the and... link > type all or part of the enrollment extra name in the second field > add filter

Your enrollment extras may appear in the same cell together as in the image below. If that occurs, and you wish to see them all split and grouped based on the session they are associated to, use the splitting and grouping tools to organize your report results.

In the fields that you have added to the report, you will see "Session" and "Enrollment extra names". Double click on the List icon and the gray double pronged arrow icon for both options. 

This will split all of the information and then group them into alike groups.

Campers who selected certain enrollment option(s) on their enrollment form

Use this report to restrict a form so that it only appears to campers enrolling for certain enrollment option(s).

  1. Add all sessions and all statuses
  2. Add a filter >  select the Enrollment tab > select "Enrollment option + bundle name (including not checked out)" > enter criteria that will capture only the relevant enrollment options or bundles by their name**, then click Add filter

**Refer to the names of your enrollment options/bundles on Step 9. If needed, you can adjust the names of options or bundles to make sure you filter includes only the relevant options (while excluding those that are irrelevant). 

Families on "auto pay" for their payment schedule(s)

  1. Select all Sessions relevant to the payment schedule(s) in question
  2. Add a filter > select the Financial tab > select the Year tab > select the payment schedule group tab > select "Auto Pay?" > select "is Yes" > add filter
Why can't I click the "Schedule e-mail" button?

The advanced report needs to be saved before you can schedule an email to send to the report results. Once you save the report, the "Schedule e-mail" button will activate.

How do I mass edit data from an Advanced Report?
  1. Populate the correct people into the report results
  2. Add a field for the data you wish to edit
  3. Click the Edit button (just above the report results)
  4. Select the field you wish to mass edit and submit

From the report results section, you can now edit the data stored within the selected field. Edit each row individually or apply the same value to all campers using the "Set all rows to the same value" function.

When you're finished making changes, click the "Save changes" button that appears directly above the report results, on the right (not the button at the very top of the page).

For more detailed instructions, please click here.