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Comprehensive Guide to Reporting

Step-by-step guidance on tracking, reporting, and analyzing volunteer, donor, and client data with Better Impact tools.

Updated today

Keywords: Reports; Reporting; Tracking; Raw Data; Individual Reports

Overview

Better Impact offers a comprehensive platform to manage all aspects of volunteer engagement, from tracking hours to reporting on schedules, clients, and donors. Administrators can record volunteer contributions, monitor activity participation, and generate both standard and customizable raw data reports.

This guide covers every feature step-by-step, helping administrators maximize the platform’s capabilities while ensuring accurate data management, streamlined reporting, and effective volunteer coordination.

To run your reports, use the Reports menu on top.

Reporting tools provide administrators with powerful insights into volunteer engagement, organizational activities, and program impact. By capturing data from different areas—such as hours logged, schedules, personal profiles, and feedback—reports can be tailored to meet specific organizational needs. Whether viewed on-screen or exported for deeper analysis, these tools ensure that leaders can make informed, data-driven decisions.

What Reporting Tools Offer

  • Comprehensive Data Access – Pulls information directly from key areas such as volunteer hours, feedback, schedules, note logs or profiles.

  • Flexible Customization – Choose which columns and filters to include, rearrange or group data, and generate only the information you need.

  • Multiple Output Options – Reports can be viewed in the system, exported to Excel, or visualized as charts.

  • Scalability – Reports can be run for individual volunteers, specific groups, or the entire organization.

    • Use Search Criteria to report on specific groups of volunteers, committees, etc.

    • Click on "Report on a Specific Group" or "Report on Everyone" in the top left corner according to who you need to report on.

      • This option is not available on all reports.

  • Real-Time Analysis – Data reflects the most up-to-date information, making it easy to monitor progress and adapt strategies.

  • You can download a report by clicking Export [report] at the bottom of the page once you've selected all the information you wish to include.

Best Uses for Reports

  • Tracking Volunteer Contributions – See how many hours have been logged, and identify top contributors or areas needing support.

  • Evaluating Programs and Activities – Compare activities by participation, feedback, or time investment.

  • Improving Scheduling Efficiency – Review assignments and activity details to ensure coverage and reduce conflicts.

  • Measuring Outcomes – Use trends and comparative data to report progress to stakeholders, boards, or funders.

Standard vs. Raw Data Reports

  • Standard Reports are pre-formatted and best for quick summaries, charts, and ready-to-use visuals.

  • Raw Data Reports allow deeper customization by letting you select columns, apply filters, group data, and even build custom charts.

  • Many administrators use Standard Reports for everyday summaries and Raw Data Reports when preparing detailed evaluations or presentations.

  • For a walkthrough of differences, see the Standard vs. Raw Data Reports – Video Overview.


​

Notes

It's not possible to run Activity reports; you need to rely on Schedule reports or Hour reports.

These reports will allow you to include contact information (email, phone number)

  • All Categories by Category

  • All Categories by Date

  • Single Activity by Date

  • Single Category by Activity

  • Single Category by Date

  • Schedule Detail Raw Data

  • Signup Detail Raw Data

To add Custom Fields or other personal profile information, you'll need to run the raw data report you need plus a Personal Profile Raw Data report and combine both reports on Excel. See this section for more information.

View Raw Data Reports

General Information about the possibilities

Raw Data reports provide flexibility and customization in creating reports to meet the specific needs of an organization. The raw data reports enable an administrator to run a report for each of the different areas where data is collected, including, hours, feedback, schedules, note log entries and personal information. As the name suggests, these reports allow an administrator to extract the data from the fields of these areas.

To view the report on screen

  1. Go to Reports

  2. Select the desired Raw Data Report from the sidebar menu

  3. Select Report Settings, Columns to Include, and Search Parameters (if applicable)

  4. Instead of exporting the data to a file, click on the [View …] button at the bottom of the page.

Viewing Options

  1. Rearrange columns: Click and hold the left mouse button on the column header you wish to move and drag it to its new location (release button once re-located).

  2. Sort: Click on the column header you wish to sort. You can toggle between ascending and descending order (as indicated by the up/down arrows displayed in the header).

  3. Pin: You can pin a column to the leftmost or rightmost side of the results. When scrolling, that column will stay in a fixed position.

    • In the desired column header, click the button with the three horizontal lines

    • Select “Pin Column”

    • Select a pin option from the menu

  4. Resize: You can resize a column to allow larger amounts of data to display fully in the cell. In the header for the desired column, click the button with the three horizontal lines

    • Select either “Autosize This” or “Autosize All”

    • Reset default column widths by selecting “Reset Columns”

  5. Filter: You can change which rows are displayed

    • Click the button with the three horizontal lines in the header

    • Click the filter icon in the header

    • Select an option from the dropdown list:

      • Equals, Not equal

      • Starts With, Ends With

      • Contains, Does not contain

      • Less Than, Less Than or Equal to, Greater Than, Greater Than or Equal to

      • In Range

    • Enter text in the available corresponding textbox(es)

  6. Show/Hide Columns: You can change which columns are displayed

    • Click the button with the three horizontal lines in the header

    • Click on the icon with four vertical lines

    • Check/Uncheck boxes next to the column name(s) to change the display settings

Note

Filter and Column Display options can also be accessed by clicking the menu tabs on the right of the Results view window.

Tip

You can learn more about each of the Raw Data Reports available in Better Impact in the sections below.

Hours Reports

Tracking volunteer hours is more than just recording time—it’s a cornerstone of effective volunteer management. Accurate hour reporting helps organizations recognize contributions, assess program impact, and maintain compliance with internal and external requirements.

  • By default, only approved hours will show up on reports.

  • Activity Report Group enables enterprise administrators to report on hours logged for activities across multiple organizations in the enterprise.

Why Hours Reports Matter:

  • Show the scope of volunteer involvement across activities and categories.

  • Provide insight into program growth and engagement trends over time.

  • Help compare planned vs. actual contributions when combined with schedule data.

  • Support recognition programs and grant reporting with verified figures.

Best Practices for Hours Reporting:

  • Categorize hours consistently across all activities.

  • Regularly review data for missing or duplicated entries.

  • Encourage volunteers to log hours promptly.

  • Cross-check scheduled shifts with logged hours for accuracy.

How to Run Hours Reports

  1. Go to Reports > Hours Reports to access various report options

  2. Select the Report you want to run from the left-hand side menu

  3. By default, all standard reports include all volunteers, even deleted ones, unless their hours have been manually removed.

  4. To report on specific volunteers, click the Report on a Specific Group button at the top left. Then select the volunteer statuses and optionally add search criteria to filter your report further.

  5. Run the Report

    1. Select the desired Export File Format

    2. Select the desired Paper Size

    3. Select the Sort order from the dropdown list

    4. Select the Date Range

    5. For the Hours by Volunteer report: it is required to choose whether to include all volunteers who logged hours or only volunteers who logged X amount of hours

    6. Click View Report to see it on-screen.

    7. Click Export Report to download in formats like XLSX, PDF, or DOCX

      • Select the Export File Format from the drop-down before.

Notes

  • Each hour report will allow you to choose different options according to what's being reported on.

  • All the standard reports will show cumulative hours for the specific date range chosen.

  • Unapproved hours don't show up in reports.

What Each Report Provides

Report

What It Shows

Example Use Case

Limitation

Comparisons

Breaks down volunteer contributions by week, month, quarter, or year and compares them to the previous timespan.

See if volunteer hours increased this quarter compared to the last.

Only compares fixed timespans — cannot compare custom date ranges.

Unable to select starting date.

Hours by Category

Displays and graphs total logged hours and the number of volunteers contributing per Activity Category.

Identify which service categories (e.g., Admin, Events, Outreach) engage the most volunteers.

Categories must already be defined and assigned — unassigned activities won’t appear.

Hours by Activity

Shows hours logged and the number of volunteers for each activity within a category.

Determine how much time is spent on specific activities, like "Front Desk Coverage."

Activities not linked to a category may be excluded.

Hours by Activity Report Group

Breaks down hours and volunteer counts by custom Activity Report Groups.

Useful for reporting to funders or stakeholders using tailored groupings.

Requires consistent use of Report Groups across activities.

Hours by Volunteer

Lists hours and number of entries per volunteer.

Track top contributing volunteers for recognition programs.

Large organizations may find this report very lengthy.

Category Hours by Activity

Lists hours and volunteer counts for each activity in a specific category.

Evaluate how activities within "Community Outreach" compare to one another.

Must select one category at a time.

Activity Hours by Volunteer

Lists hours and entries by each volunteer within a chosen activity.

Check who contributed to "Food Pantry Support" and how many hours each logged.

Limited to one activity at a time.

Category Hours by Volunteer

Lists hours and entries per volunteer in a specific category.

Identify who contributed the most to "Fundraising" this month.

Limited to one category at a time.

Hours Trend

Graphs changes in hours and volunteer counts over 12 months.

Monitor long-term participation trends to spot seasonal dips.

Fixed 12-month range from the start date chosen - cannot select custom timeframes

Hours and Feedback Trend

Compares logged hours and volunteer counts over 12 months alongside numeric feedback totals.

Correlate volunteer satisfaction with logged hours.

Only numeric feedback is included — qualitative notes are excluded.

Unable to choose start date.

Logged Hours Raw Data

Exports or displays detailed records of hours by date, category, activity, and volunteer.

Conduct detailed audits or create custom charts in Excel.

Does not include saved search settings automatically — must be paired manually.

Trend Reports

The trend reports will give you logged hours over time, and allow you to have a broader perspective on the overall engagement of your volunteers.

The Hours Trend report is the only one that will allow you to select a starting date. All other Comparison and Trend report dates are default.

Comparison Reports

View or Download Comparison Data

Go to: Reports, then click on “Comparisons” found in the sidebar under “Hours Reports”

  1. Select the desired tab at the top:

    • Year

    • Quarter

    • Month

    • Week

  2. To download a copy of the current report being displayed, select the desired Format

  3. Click the [Download This Chart] button to export the file

____________________

View Comparisons Data for One Volunteer

  1. Click the person icon at the top of the screen

  2. Type the person’s name into the Quick Search Bar

  3. Click on the person’s name from the list that appears

  4. Go to the Reports tab

  5. Click on the “Comparisons” sub-tab

  6. Select the desired tab at the top:

    • Year

    • Quarter

    • Month

    • Week

  7. Click the […to Date] or [Entire…] button.

____________________

Monthly Comparison Chart for One Volunteer

  1. Click the person icon at the top of the screen

  2. Type the person’s name into the Quick Search Bar

  3. Click on the person’s name from the list that appears

  4. Go to the Reports tab

  5. Click on the “Comparisons” sub-tab

  6. In the Monthly Comparison Chart, you can select up to three components to include in the chart by mousing over the component:

    • Add to the right arrow icon

    • Add to the left arrow icon

    • [-] Remove from the Chart

  7. Click the Chart Options menu icon in the upper right corner to:

    1. Change Chart Type (Line, Column)

    2. Download Chart (PDF, JPG, PNG, SVG)

  8. Click the desired button at the bottom to export your numeric results to either a

    CSV file or an XLSX file

____________________

Hours Trend Report

On Reports >> Hours Reports >> Hours Trend

  1. Choose who you want to report on - Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  2. Select the desired Export File Format

  3. Select the desired Paper Size

  4. Select the Start Date

  5. Click either the [View Report] button to see it on screen, or the [Export Report] button to export the file

____________________

Hours and Feedback Trend

On Reports >> Hours Reports >> Hours and Feedback Trend

Tip: Also found at: Reports >> Feedback Reports >> Hours and Feedback Trend

  1. For the interactive reports, you can select up to four components to include in the chart by mousing over the component:

    • Add to the right arrow icon

    • Add to the left arrow icon

    • [-] Remove from the Chart

  2. Click the Chart Options menu icon in the upper right corner to:

    • Change Chart Type (Line, Column)

    • Download Chart (PDF, JPG, PNG, SVG)

Click the desired button at the bottom to export your numeric results to either a CSV file or an XLSX (Excel) file

Note

On the Hours and Feedback Trend report it's not possible to select a start date. It will, by default, report on the last 12 months.

Logged Hours Raw Data Report

  1. Go to: Reports, then click on “Logged Hours Raw Data” found in the sidebar under Hours Reports

  2. Click on the [Report on a Specific Group] button at the top left of the page to select the desired profiles; otherwise, you'll report on Everyone.

    • Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

  3. Optional: Select Date Volunteered date range

  4. Optional: Select Date Created date range (Date the hour log was created)

  5. Optional: Category: Select a Category from the dropdown list

  6. Select the Sort order from the dropdown list

  7. Select the desired Export File Format

  8. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  9. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  10. Click either the [View Logged Hours] button to see it on screen, or the [Export Logged Hours] button to export the file.

Note

At the Enterprise level, you will see different settings options.

  • You will be able to select the Organizations you want to include, as well as the Activity Report Groups.

  • You won't see the option to select a Category.

Tip

Logged Hours Raw Data reports don't include totals. To get total hours logged information from a raw data report, you must export it to Excel and use the Sum function there.

Enterprise-Specific Hour Reports

At the Enterprise level, you'll see two more report options.

Hours by Organization

Displays the number of logged hours and the number of volunteers contributing hours for each Organization and graphs the 15 most active Organizations.

Hours by Activity Report Group

Displays and graphs the number of logged hours and the number of volunteers contributing hours for each Activity Report Group.

  1. Choose who you want to report on - Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  2. Select the desired Export File Format

  3. Select the desired Paper Size

  4. Select the Sort order from the dropdown list

  5. Select the Date Range

  6. Click either the [View Report] button to see it on screen, or the [Export Report] button to export the file

Troubleshooting tips

Volunteer missing from report:

Reason

Explanation / Action

Hours are unapproved

Only approved hours appear in reports. Check if the volunteer’s hours have been approved.

Volunteer didn't log their hours

Verify the individual profile's hours tab to make sure hours were logged, and review the search criteria

Profile or organization restrictions

Settings may prevent hours from being logged. Review volunteer and organization settings.

Volunteer not assigned/confirmed

For auto-logged hours, unless the volunteer is assigned and confirmed, hours won't be auto-logged.

Other situations:

Issue

Cause

Solution

Totals don’t match across reports

Different reports aggregate data differently (by category, activity, or volunteer)

Compare reports carefully; use Logged Hours Raw Data as source of truth for reconciliation

Hours appear duplicated

Volunteers assigned to multiple overlapping activities or repeated entries

Check Logged Hours Raw Data report and remove duplicates if needed

Feedback Reports

Feedback reports allow administrators to capture and analyze the experiences of volunteers, staff, or clients. These reports provide valuable insights into satisfaction, performance, and overall engagement with activities and programs, depending on what you ask for. By reviewing feedback consistently, organizations can identify strengths, address challenges, and improve the volunteer experience.

Why Feedback Fields Matter

  • Provide context behind the numbers (e.g., a 3-hour shift paired with a satisfaction score).

  • Help organizations identify trends in volunteer experience, safety, or operational needs.

  • Support program improvements by tracking recurring notes or feedback themes.

  • Strengthen accountability by maintaining records of incidents or special circumstances.

  • Offer reporting flexibility since admins define which fields align with organizational goals.

Best Practices for Collecting Feedback

  • Keep it focused: Only create fields for data you plan to review or act on.

  • Balance detail with ease: Too many fields can discourage volunteers from completing entries.

  • Encourage honesty: Assure volunteers that feedback is valued and used constructively.

  • Review regularly: Make feedback analysis part of routine reporting, not just an afterthought.

How to Run Feedback Reports

  1. Go to Reports > Feedback Reports to access various report options

  2. Select the Report you want to run from the left-hand side menu

  3. By default, all standard reports include all volunteers, even deleted ones, unless their hours have been manually removed.

  4. To report on specific volunteers, click the Report on a Specific Group button at the top left. Then select the volunteer statuses and optionally add search criteria to filter your report further.

  5. Run the Report

    1. Select the desired Export File Format

    2. Select the desired Paper Size

    3. Select the Date Range

    4. For “Feedback by Volunteer” report:

      • Select the Sort order from the dropdown list

      • Select the Feedback Field from the dropdown list

    5. Click View Report to see it on-screen.

    6. Click Export Report to download in formats like XLSX, PDF, or DOCX

      • Select the Export File Format from the drop-down before.

What Each Report Provides

Feedback Reports provide insights into the data volunteers log alongside their hours — such as mileage, satisfaction ratings, incident notes, or any custom feedback fields defined by admins. These reports help organizations capture both quantitative and qualitative aspects of volunteer engagement.

Report Name

Description

Example Use

Limitation

Feedback by Volunteer

Displays the total for a specific Feedback Field for each volunteer and graphs the seven volunteers with the highest feedback values.

Identifying the top volunteers contributing feedback on mileage or satisfaction.

Only highlights the top seven volunteers in the graph; others are not visualized; only numeric feedback.

Feedback Totals

Displays the total for each Feedback Field.

Summarizing total satisfaction scores or incidents across all volunteers.

Provides totals only; cannot view individual responses.

Hours and Feedback Trend

Compares total hours logged and number of volunteers that logged hours over the past 12 months along with totals for numeric feedback logged.

Tracking whether volunteers who log more hours provide more feedback.

Limited to a 12-month period; cannot adjust to custom ranges.

Feedback Efficiency Trend

Compares totals for numeric feedback logged over the past 12 months.

Monitoring consistency in feedback submission across months.

Only tracks numeric feedback; text or qualitative feedback is excluded.

Feedback - Row Layout Raw Data

View feedback recorded by volunteers or export to Excel for further data analysis. Feedback is arranged in rows.

Exporting all volunteer feedback for a specific month to analyze trends in incidents reported.

Large datasets can be difficult to navigate; may require filtering.

Feedback - Column Layout Raw Data

View feedback recorded by volunteers or export to Excel for further data analysis. Feedback is arranged in columns.

Comparing multiple feedback fields side-by-side for each volunteer.

With many feedback fields, the column layout can become very wide and harder to read.

Trend Reports

Hours and Feedback and Feedback Efficiency Trend Reports

On Reports >> Hours Reports >> Hours and Feedback Trend

or

Go to Reports > Feedback Reports > Feedback Efficiency Trend

​

​Hours and Feedback Trend
Compares total hours logged and number of volunteers that logged hours over the course of the past 12 months, along with totals for numeric feedback logged.

Tip: Also found at: Reports >> Feedback Reports >> Hours and Feedback Trend

​Feedback Efficiency Trend
Compares totals for numeric feedback logged over the course of the past 12 months.

  1. For the interactive reports, you can select up to four components to include in the chart by mousing over the component:

    • Add to the right arrow icon

    • Add to the left arrow icon

    • [-] Remove from the Chart

  2. Click the Chart Options menu icon in the upper right corner to:

    • Change Chart Type (Line, Column)

    • Download Chart (PDF, JPG, PNG, SVG)

  3. Click the desired button at the bottom to export your numeric results to either a CSV file or an XLSX file

Feedback Raw Data Reports

Raw data feedback reports will allow you to report on every feedback field, including text ones.
​
​Feedback - Row Layout Raw Data

View feedback recorded by volunteers or export to Excel for further data analysis. Feedback is arranged in rows.

Feedback - Column Layout Raw Data

View feedback recorded by volunteers or export to Excel for further data analysis. Feedback is arranged in columns.

  1. Go to: Reports, then click on “Feedback – Row Layout Raw Data”, or “Feedback – Column Layout Raw Data”, found in the sidebar under Feedback Reports

  2. Choose who you want to report on: Click on the [Report on a Specific Group] button at the top left of the page if you want to select specific volunteers statuses.

    1. Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

  3. Optional: Select Date Volunteered date range

  4. Optional: Select Date Created date range (Date the hour log was created)

  5. Optional: For “Feedback – Column Layout Raw Data” report, check Entries to Include

  6. Optional: Category: Select a Category from the dropdown list.

  7. Select the Sort order from the dropdown list

  8. Select the desired Export File Format

  9. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  10. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

Click either the [View Feedback Fields] button to see it on screen, or the [Export Feedback Fields] button to export the file.

Tip: You will be able to review Text Feedback Fields on: People > Volunteers > Hours and Feedback > Review Text Feedback

Enterprise Specifications

At the Enterprise level, you will see different settings options.

You will be able to select the Organizations you want to include, as well as the Activity Report Groups.

You won't see the option to select a Category.

Review Text Feedback Data

View Recent Text Feedback

  1. Go to: People, then click on “Review Text Feedback” found in the sidebar under Volunteers >> Hours and Feedback

View Feedback from One Volunteer

  1. Click the person icon at the top of the screen

  2. Type the person’s name into the Quick Search Bar.

  3. Click on the person’s name from the list that appears.

  4. Go to the Reports tab

  5. Click on the “Review Text Feedback” sub-tab

Troubleshooting Tips

Issue

Possible Cause

Solution

Feedback is missing from a volunteer’s report

Volunteer did not log feedback with their hours

Remind volunteers to complete feedback fields when logging hours.

Make sure the Feedback Fields is set as "Required" if you need volunteers to fill that in.

Only some feedback fields appear in the report

Feedback fields must be created and active at the time of logging

Check Configuration → Feedback Fields. Ensure fields are active and assigned to the correct activities.

Numeric totals/averages seem off

Volunteers entered non-numeric data into numeric fields

Review the field type (numeric vs. text). Adjust the field type or standardize volunteer instructions.

Volunteer’s feedback isn’t included

Hours were not approved

Approve the volunteer’s hours so feedback entries tied to those hours appear.

Report doesn’t show expected feedback fields

Fields may not have been included in the Report Settings

Go back to Report Settings and select the missing fields under “Columns to Include.”

Schedule Reports

Schedule Reports focus on activities and shifts, helping administrators understand volunteer participation, coverage, and scheduling needs. These reports are valuable for monitoring both current and historical scheduling data, ensuring that shifts are filled, and identifying trends in volunteer engagement.

They can be used to:

  • Track signups, assignments, confirmations, and backups across activities.

  • Review scheduling efficiency by activity, category, or volunteer.

  • Identify gaps in coverage to improve planning.

  • Export detailed scheduling data for further analysis or record keeping.

Enterprise administrators can also run these raw data reports across sub-accounts to compare scheduling performance across the organization.

Why Schedule Reports Matter

  • Give admins insight into volunteer participation, shift coverage, and scheduling trends.

  • Help identify scheduling gaps, peak demand times, and over/under-staffed activities.

  • Allow exporting or analyzing volunteer scheduling history for accountability and planning.

  • List all volunteers and their assigned activities.

Best Practices

  • Regularly run reports to check for underfilled or overfilled shifts.

  • Combine with Hours Reports for a complete view of both planned and actual participation.

  • Use Schedule Detail reports for granular analysis when troubleshooting scheduling conflicts.

  • Combine with saved searches for frequently run reports - you can pin it to your home page for better and faster access.

Tips

  • These reports will also allow you to add communication fields to the report (email and/or phone number):

    • All Categories by Category

    • All Categories by Date

    • Single Activity by Date

    • Single Category by Activity

    • Single Category by Date

    • Schedule Detail Raw Data

    • Signup Detail Raw Data

  • For the "...by Month" reports, you are only able to choose the 1st of each month, and the results will show you the schedule for the entirety of that month.

  • On Schedule reports, only the raw data reports allow the option to report on a specific group.

How to run Schedule Reports

  1. Go to Reports > Schedule Reports.

  2. Select the specific Schedule Report you want to run.

  3. To focus on a specific group of volunteers:

    • Click the [Report on a Specific Group] button at the top left.

    • Choose the desired status(es).

    • (Optional) Add Search Criteria to further narrow results.

  4. Adjust Report Settings (e.g., date range, activity selection).

  5. Choose View to see the report on screen or Export to download it.

Accessing Printed Schedule Reports – Video Overview

What Each Report Provides

Schedule Reports help administrators track, review, and manage volunteer assignments across activities and time periods. These reports make it easy to confirm coverage, identify open shifts, and analyze scheduling patterns.

Whether you need a quick summary or detailed raw data, schedule reports provide flexible options to support planning and day-to-day operations.

Report Name

Description

Example Use

Limitation

All Categories by Category

Shows total scheduled shifts grouped by activity category across all volunteers.

Admin wants to see how many shifts are scheduled for each category this month.

Cannot filter for a single volunteer; overview only

All Categories by Date

Displays scheduled shifts for all categories, organized by date.

Admin reviewing daily coverage for the next two weeks.

Can be overwhelming if many activities exist on the same date.

Single Activity by Date

Displays scheduled shifts for one specific activity, sorted by date.

Checking attendance for the weekly food bank shift.

Limited to one activity at a time.

Single Activity by Month

Shows scheduled shifts for one activity aggregated by month.

Tracking trends for a recurring monthly volunteer event.

Cannot see daily breakdown.

All Activities by Volunteer

Lists all scheduled shifts per volunteer.

Seeing each volunteer’s assigned activities for the month.

Cannot filter by category or activity type.

Single Category by Activity

Shows scheduled shifts for all activities in a specific category.

Reviewing all senior care activities assigned this week.

Cannot view across multiple categories simultaneously.

Single Category by Date

Displays scheduled shifts for one category organized by date.

Checking coverage for all youth programs next week.

Limited to one category at a time.

Single Category by Month

Aggregates scheduled shifts for one category per month.

Reporting monthly total shifts for literacy programs.

No volunteer-specific detail included.

Schedule Summary Raw Data

Provides a raw data view of scheduled shifts for all volunteers.

Exporting full schedule data for Excel analysis; Calculating fill rates

Doesn't include volunteer contact information.

Schedule Detail Raw Data

Shows detailed assignment information, including volunteer, activity, date, and status.

Analyzing exact shift assignments for each volunteer.

Large datasets can be slow to export.

Signup Detail Raw Data

Displays volunteer signups, including those awaiting assignment.

Hover over cells for timestamp info

Checking who expressed interest in an event.

Won't display scheduled volunteers by default; a filter must be applied.

Schedule Raw Data Reports

Raw Data Schedule Reports will allow you to have a broader and more detailed view of your activities and shifts, as well as choose more details to include in the report.
​
Additionally, these reports allow you to add search criteria to filter your results on who you want included in your report.

To avoid discrepancies or mismatched data while using Raw Data Schedule Reports, consider reviewing your activity setup and filtering options. Proper setup ensures data consistency and accurate report generation.

First Step: Running Your Initial Search

By default, Raw Data Schedule Reports include everyone on your schedule. However, you are able to report on a specific group of volunteers.

  • For that, click the button [Report on a Specific Group].

  • This will allow you to select the profiles you want included in your report, based on status and communication abilities.

  • To further filter who is included on the report, click on [Add Search Criteria] to apply additional conditions; for example: specific activities, qualifications, custom fields, the application form filled, etc.

Note

Since the Schedule Summary Raw Data report does not include personal information, it does not allow for reporting on a specific group of volunteers.

Additionally, check for discrepancies caused by pending signups or incorrectly configured filters when running the report.

Run the report you need:

Schedule Summary Raw Data

Provides a summary overview of all shifts and activities, and can include metrics of shift needs, limits, as well as numbers of volunteers signed-up, assigned, confirmed, and on the backup list.

This report does not include any personal information about those associated with the schedule.

  1. Go to Reports > Schedule Reports > Schedule Summary Raw Data

  2. Optional: Choose Activity Type(s) (Schedule, Seasonal or Unscheduled)

  3. Optional: Enter a date range (Start Date)

  4. Optional: Select an activity Status

  5. Optional: Filter the export by Activity Category

  6. Select the Activity Status filter

  7. Choose your sorting preference (Sort)

  8. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  9. Optional: Click [Save This Report], to name and save your report for future use

    1. Name the search (200 characters maximum)

    2. Optional: Enter a Description

    3. Click the [Save] button

  10. Click either the [View Schedule Summary] button to see it on screen, or the [Export Schedule Summary] button to export the file

Note

For those with an Enterprise account, you will be able to select the Activity Status as well as which sub-accounts you wish to include.

Schedule Detail Raw Data Report

View activity assignment details (who is on the schedule) or export to Excel for additional filtering or manipulation.

  1. Go to: Reports, then click on “Schedule Detail Raw Data” found in the sidebar under Schedule Reports

  2. Optional: Choose Activity Type(s) (Schedule, Seasonal or Unscheduled)

  3. Optional: Enter a date range (Start Date)

  4. Optional: Check “include shifts without assignments” (Shifts)

  5. Optional: Filter the export by Activity Category Select the Activity Status filter

  6. Choose your desired File Format

  7. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  8. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  9. Click either the [View Schedule Data] button to see it on screen, or the [Export Schedule Data] button to export the file

Note

For those with an Enterprise account, you will be able to select the Activity Status as well as which sub-accounts you wish to include.

Tip

To see when an assignment was created, confirmed or updated, hover over the designated cell in the results section to see the exact date and time.

Signup Detail Raw Data Report

View activity signup details, or export to Excel for additional filtering or manipulation.

"Signed Up" indicates when a volunteer has expressed an interest in an activity/shift, but are awaiting assignment by an administrator (Activities with self-scheduling enabled do not require this step).

  1. Go to: Reports, then click on “Signup Detail Raw Data” found in the sidebar under Schedule Reports

  2. Optional: Choose Activity Type(s) (Schedule, Seasonal or Unscheduled).

  3. Optional: Enter a date range (Start Date)

  4. Optional: Select what other information to include:

    • Shifts without signups

    • Volunteers that are already assigned

  5. Optional: Filter the export by Activity Category

  6. Select the Activity Status filter

  7. Choose your desired File Format

  8. By default, we have selected the most commonly used columns in an export.

    1. If not visible, click the [+] in the “Columns to Include” header to view and change selections

  9. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  10. Click either the [View Signup Data] button to see it on screen, or the [Export Signup Data] button to export the file

Note

For those with an Enterprise account, you will be able to select the Activity Status as well as which sub-accounts you wish to include.

Tip

To see when a Signup was created, hover over the designated cell in the results section to see the exact date and time.

Important

This report will give you only users who are signed up for the activity. A volunteer can be assigned but not signed up, if it was done on the admin's side.

If you know a volunteer is signed but you don't see them on the report, here's what to check:

  1. Make sure that you are including those who are assigned: if a volunteer is already assigned, they won't show up on the report with the default filters.

  2. Open the user's profile, go to the Assign tab and make sure that the SU column has a checkmark. If not, it means that they are not Signed up:

Enterprise Specifications

Report

Enterprise Options

Notes / Tips

Schedule Summary Raw Data

Sub-accounts selection; Activity Status filters

Does not include personal volunteer info

Schedule Detail Raw Data

Sub-accounts selection; Activity Status filters

Hover over a cell to see exact creation/confirmation/update timestamp

Signup Detail Raw Data

Sub-accounts selection; Activity Status filters

Only shows users who are signed up. Volunteers already assigned may not appear unless “include assigned” is checked.

Troubleshooting Tips

To keep in mind: Schedule reports will only show volunteers / activities with assignments. If anything is missing, check the assignments on the volunteer's profile, the date range you are reporting on, or the filters you are using.

Review the table below for more troubleshooting tips:

Issue

Possible Cause

What to Check / Do

Volunteer not appearing in Signup Detail Raw Data

Report only shows signups, not assigned volunteers

Make sure to check the box to include assigned volunteers.

Check the volunteer’s profile → Assign tab. Ensure the SU column has a checkmark. If not, they were assigned by an admin but not signed up.

Report missing expected activities

Filters applied exclude them

There is no one assigned

Verify date range, activity category, activity type, and status filters. Adjust if needed.

No volunteers showing in Schedule Detail Raw Data

Only shifts with assignments display by default

If you want to include empty shifts, check “include shifts without assignments.”

Data seems incomplete in exports

Not all columns are selected

Click the [+] Columns to Include option to ensure the desired fields are checked.

Missing sub-account activities (Enterprise only)

Sub-accounts not included in selection

Double-check which sub-accounts are selected when running the report.

Volunteer signups not showing

Volunteer may already be assigned

In Signup Detail Raw Data, make sure the option to include assigned volunteers is selected.

General Reports

General Reports provide administrators with broad and flexible reporting options that pull together information stored across Better Impact. These include raw data exports (like Personal Profiles, Notes, and Surveys) as well as specialized tools (like the Name Tag Wizard). They are particularly valuable when you need deeper insights into volunteer information, historical records, or survey feedback.

General Reports are highly customizable, and with Enterprise accounts, admins can run them across multiple sub-accounts for deeper insights.

Why General Reports Matter

  • Offer a wide lens on volunteer and organization data beyond hours or schedules.

  • Support compliance and record-keeping (e.g., qualifications, background checks, or notes).

  • Enables custom exports for deeper analysis in Excel.

  • Provide creative and practical outputs like certificates or name tags.

Best Practices

  • Use Personal Profile Raw Data for comprehensive volunteer details (contact info, qualifications, committees, etc.).

    • These reports can be used to report on profile information, Custom Fields (like contact information, shirt size, etc), Qualifications (like background or DBS checks; if the Qualification has an expiry date, this will show up as a separate column), etc.

    • You can also use the Personal Profile Raw Data report to report on birthdays, anniversaries (length of service), etc. See this section to learn more about the reporting options.

    • Combine with a search criteria to narrow the report result if you're looking to report on a specific group of volunteers.

    • To find the number of applications submitted in a determined time frame, admins can run a Personal Profile Raw Data report and add a search criteria for Volunteer Date Joined and add the time frame there. This will give them a list of all volunteers who have joined their organisation between those dates. They can also run a search with the same search criteria under People > Search.

  • Save commonly used searches to avoid repeating the same setup.

  • For Enterprise admins, always confirm sub-account selections when exporting.

  • Use Survey Reports to track volunteer feedback systematically and combine insights with Feedback Fields for a holistic picture.

  • Save time with saved reports: Once you’ve set filters or selected columns, save the report setup so you don’t have to reconfigure it later.

What each Report Provides

Report

Description

Example Use Case

Limitation

Personal Profile Raw Data

Pulls detailed profile info, including contact details, custom fields, qualifications, committees, availability, and logged hours.

Create a comprehensive list of volunteers with their training status, contact info, and date joined.

Large exports may require Excel filtering; totals are not calculated automatically.

Unable to report on file type or signed document Custom Fields to see who has an attachment on it.

Name Tag Wizard

Design and print customized volunteer name tags, badges, or certificates with fields like QR codes, profile pictures, or hours logged.

Create personalized name badges with volunteer names, pronouns, and organizational logos.

Not available at the Enterprise level — only usable in sub-accounts.

Note Log Entries Raw Data

Exports confidential, permanent admin-only notes stored under volunteer profiles.

Track disciplinary notes across an organization for compliance auditing.

Large numbers of entries may be slow to load or export; filtering is required to manage performance.

Survey Reports

View and analyze volunteer survey responses with charts, tables, or raw exports.

Analyze satisfaction survey results, visualize with bar charts, and export data for external presentation.

Anonymous surveys won’t display respondent names; missing required questions can affect reporting.

Personal Profile Raw Data Report

The Personal Profile Raw Data Report is one of the most versatile reports in Better Impact. It brings together information from across a volunteer’s profile, allowing administrators to create comprehensive, data-rich exports that support everything from engagement tracking to compliance and recognition.

You can use this report to:

  • Review contact details and demographic information.

  • Review date of last status change.

  • Identify volunteer birthdays, join dates, and anniversaries.

  • Check whether a volunteer has opted in to receive text messages (TextMessagingEnabled field under Address and Phone Fields).

  • Report on Custom Fields, Qualifications, General Interests, and General Availability.

  • Measure total logged hours.

  • View login history, including each volunteer’s last login date.

  • Determine committee memberships to see which volunteers belong to specific groups.

Beyond these standard options, the Misc Fields category under Basic Columns within this report offers deeper insight into profile metadata and system-generated values that can enhance your reporting strategy. These fields can help you analyze volunteer longevity, verify data accuracy, and streamline integration across multiple reports.

This report is an integral part of the Better Impact platform, designed to offer comprehensive insights into your volunteers.

  1. Go to Reports > General Reports > Personal Profile Raw Data.

  2. Click on the [Report on Everyone] button at the top left of the page, or select the desired profiles

    • Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

  3. Select the “Columns to Include” from the following categories:

    • Basic Columns

    • Custom Fields

    • Qualifications

    • General Interests

    • Committees

    • General Availability

  4. Optional: Check the box to include all HoursLogged

    • Optional: include the date of the volunteer’s most recent hours entry

    • Optional: filter for a specific date range and/or Activity Category

  5. Select desired options for Other Settings:

    • Include background checks (Enterprise edition only)

    • Include last login date

    • Select the desired File Format (XLSX, XLS, CSV, TXT)

  6. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  7. Click either the [View Profiles] button to see it on screen, or the [Export Profiles] button to export the file

Important: It isn’t possible to report on file-type or signed documents Custom Fields to see who has an attachment or who has signed.

To view this information, you’ll need to add the appropriate Custom Field as a search criteria in a search from People > Search to generate a list of names, or use it within a report page to filter your results and gather more details about those volunteers.

Note: The Enterprise Personal Profile Raw Data report will ignore start dates if the profile has a status of “Archived – Didn’t Start” or “Archived – Rejected”, and provide information based upon profile associations only presumed to have been started.
​
​Example: “Volunteer A” is “Accepted” in Sub-account 1 with a date joined of 03/01/2021; and “Archived – Didn’t Start” in Sub-account 2 with a date joined of 04/13/2019, then all of the calculations based upon the date joined will be based upon 03/01/2021.

Reporting Possibilities - Personal Profile Raw Data report

When running a Personal Profile Raw Data report, after you run your initial search, you'll see a section for Basic Columns. These are the columns that will be included on the report and understanding what each field gives you is essential to running a report that will provide you with the exact information you need.

Here we focus on the Misc Fields:

Field

Description

Example Use

DatabaseUserId

Unique system ID for each user profile.

Required for merging multiple reports.

Username

The username volunteers use to log in.

Useful for verifying duplicate profiles.

SingleSignOnEnabled

Shows whether the account uses single sign-on.

Filter enterprise-level authentication users.

Birthday

Volunteer’s birthdate based on the DOB field of their profile.

Generate birthday recognition reports.

Age

Volunteer's age based on their birthday.

See what's volunteer's age.

ProfileCreated

Date profile was first created.

Monitor data maintenance and profile updates.

ProfileUpdated

Date profile was last updated

Includes:

Changes to their profile itself (contact information, etc.)

Changes to their custom fields

Changes to their qualifications

Changes to their background checks

PhotoUrl

Link to the volunteer’s profile photo

See who has a profile picture. If the volunteer doesn't have a profile picture, the row will be empty.

TimeclockQRCodeUrl

Link to the volunteer’s timeclock QR code.

Generate printed QR badges.

VolunteerDateJoined / YearsSinceVolunteerDateJoined

Original join date and calculated years of service.

Recognize anniversaries and milestones.

ClientDateJoined

The date a client profile was associated with the organization.

Track how long clients have been active in your programs.

YearsSinceClientDateJoined

Number of years since the client joined.

Identify long-term or returning clients.

DonorDateJoined

The date a donor profile was added to your organization.

Track donor relationship length or loyalty trends.

YearsSinceDonorDateJoined

Number of years since donor joined.

Report on long-term donor engagement or anniversaries.

MemberDateJoined

The date a member profile was added to your organization.

Measure membership tenure or renewal timelines.

YearsSinceMemberDateJoined

Number of years since member joined.

Recognize long-term members or supporters.

Region

Region volunteer selected on the contact information section of their profile

Will show the language (region) selected.

VolunteerNotes

Notes on the notes section under the Miscellaneous tab.

Include internal observations or follow-up needs.

ClientNotesForVolunteers

Notes visible to volunteers assigned to work with a specific client - these notes are on the Notes for Volunteer section of the Connections tab - will export in HTML format

Ensure volunteers have access to relevant client information.

SendScheduleReminderEmails

Indicates if the volunteer receives schedule reminders.

Audit email communication preferences.

ShowOnWhoIsScheduledForActivityShiftList

Indicates if the volunteer has enabled their visibility on public shift lists.

Manage confidentiality or privacy.

DonorRecordUrl

Direct link to the donor record (if applicable).

For integrated donor-volunteer analysis.

ApplicationForm

Identifies which application form was completed.

Filter volunteers by intake source.

IsGroup / GroupName

Indicates if the profile represents a group and its name.

Report on group volunteers.

PersonalMessage

Admin-created message visible to the volunteer.

Review personalized communications sent to volunteers.

FAQ

Q: How can we pull a report showing the submission date for anyone who filled out application 2, or see when a particular application was submitted?

A: To narrow down the search: To only include those who filled in application form 2, you can add in the Search Criteria>Application Form to your search,
​
Include within the report: Then within Columns to include under Basic Columns select VolunteerDateJoined. This will be the same day they filled in the application form as long as it hasn't been edited by an admin and is the only form they filled in. You can also select ApplicationForm if you wish to include the number as well within the report.

___________________

Q: Can I run a report to see who has signed a document uploaded through a Custom Field?

A: It’s not currently possible to report directly on signed document or file type Custom Fields. However, you can use a search criteria to identify who has or hasn’t provided information in that field. This allows you to see which volunteers have uploaded or completed the required document, even though the report itself won’t display or export the file details.

___________________

Q: How do I check which volunteers have never signed into their account?

A: There are two ways to see which volunteers have never logged in:

  1. Add a Search Criteria:

    • Go to People > Search or from the Reports page

    • Click Add Search Criteria and select Login Date.

    • Choose “Has not logged in.”

      • You can add a date range here

  2. From the Personal Profile Raw Data Report:

    • Run your search as usual.

    • Scroll down to the Other Settings section.

    • Check the box for “Include last login date.”

This allows you to identify who has (or hasn’t) accessed their MyImpactPage and follow up if needed.

If you need to remove or archive these volunteers, you can use the same search criteria on People > Archive Volunteers or People > Remove Volunteers.

___________________

Q: Is there a way to find out which volunteers have resigned if they dont indicate it to staff

A: The best way to see or review if a volunteer has resigned is to run a Personal Profile Raw Data report for all the archived volunteers. The ones where the reason is "Resigned" have resigned.

This can be checked individually as well, by reviewing the Miscellaneous tab of the volunteer's profile.

Name Tag Wizard

The Name Tag Wizard allows you to create personalized documents for your users, such as Name Tags, ID Badges, Certificates and more! After selecting the data, you want to include on your name tag, you can customize your design and add additional images and text if desired. This report is only available at the sub-account level, it will not be available at the enterprise account level.

A variety of information can be pulled from volunteer profiles to be included in these documents, such as:

Timeclock QR Codes

Contact Information

Pronouns

Profile Pictures

Hours Logged

Additional Plain Text

Custom Fields

Donations

Custom Pictures/ Logos

Qualifications

Group Name

Statuses and much more!

To start designing your name tags, go to Reports and click on “Name Tag Wizard” found in the sidebar under General Reports.

Step 1: Find your People

  • Run a search to find your desired profiles that you want to create name tags for

    • First, select the statuses to include, and then click [Add Search Criteria] to add additional filters to your search

    • Click the [Search] button to run your search

  • If you have any saved searches, you will be able to load a saved search here.

Step 2: Pick your Name Tag Fields and Generate the Data Set

  • Under the “Columns to Include” section, select what data should appear on your name tag

  • Select [Fetch Data and Begin Design] at the bottom of the page

    • You will also see an option to [Save This Report]

Step 3: Design and Preview your Name Tags

This is where you can customize and design your name tag. We recommend starting with the Page Settings and Name Tag Settings as this will determine the size of your name tags and how many appear on one page when printed.

If the selections you make here are too large for the paper size, you will see this flagged in the box just below Page Settings, where the dimensions of the page are listed.

Page Settings

Determine the page size, number of name tags per page and page margins. Adjust the following as desired:

  • Template / Paper

  • Height

  • Width

  • Name Tags per Row

  • Name Tags per Column

  • Top Margin

  • Bottom Margin

  • Left / Right Margin

Name Tag Settings

Determine name tag size, outline and default font settings. Adjust the following as desired:

  • Outline

  • Font Size

  • Font Colour

  • Height

  • Width

  • Top / Bottom Margin

  • Left / Right Margin

Next, you can start adding content to your name tag and set customizations for these elements. The ‘Preview’ box will display a preview of your name tag as you create it using the data from the first person who appeared in your search.

Add Content to your Name Tag

  • Select the check box next to the data you want to add to the name tag. Once selected, the data will appear in the Design box.

    • In the design box, you can drag and drop the box into the desired placement.

    • Adjust the size of the element by selecting the bottom right corner and stretching it to your desired size

  • Add Plain Text

    • Use this option to add additional plain text to the name tag,

    • Once created, you can drag and drop it into the desired placement

  • Use the “edit” icon next to the content name to edit the following settings for the selected element

    • Font Colour

    • Font Face

    • Font Size

    • Alignment

    • Overflow

      • This setting determines if text will be cut off in the event the text is too large for the element size

Select [Set Element Styles] to save these selections

  • Add a Picture from your File Manager

    • Select a picture currently available in your File Manager or upload a new picture from your computer

    • Drag and drop the picture into your desired placement and resize it using the bottom right-hand corner of the picture.

Save the Design (optional)

  • Select the [Save] button within the Design section to save your design for future use

Step 4: Review and Print Name Tag Sheets

  1. Within the Preview Box select [Generate Name Tags].

  2. Select the print icon inside the he Step 4 header to print your name tags.
    ​

Tips for Success:

  • Please review your badges in this print preview very carefully before printing!

  • Please note: If you have a lot of badges, it may take some time for the print dialogue to come up after you press the Print button, especially if you have complex name tags with multiple images on them.

  • We recommend only printing the first page or two as a test before printing many badges to ensure that your printer's page settings are correct and everything is lining up properly.

  • It is very important that your printer is set to the matching paper size, no margins, and no page scaling.

​

Note Log Entries Raw Data Report

The Note Log provides a space for permanent and confidential notes, that are not visible to volunteers. Only Administrators with access to the Note Log will see the history of the notes entered into the profiles.

The Note Log is found under the communications tab of a profile. These notes are permanent, uneditable, and only visible to admins who have access to the Note Log feature.

  1. Go to: Reports, then click on “Note Log Entries Raw Data” found in the sidebar under General Reports

  2. Optional: Click on the [Report on a Specific Group] button at the top left of the page, if you want to select specific profiles

    • Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

  3. Optional: Enter the Date Created date range

  4. Modules: Select the desired admin status(es) to include

  5. Select the Sort order from the dropdown list

  6. Select the desired File Format for your export

  7. Columns to Include: Select which columns you would like included in your report

  8. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  9. Click either the [View Note Log Entries] button to see it on screen, or the [Export Note Log Entries] button to export the file

Survey Reports

Survey reports provide insights into volunteer feedback and responses collected through surveys. They allow administrators to track completion, analyze individual or aggregated responses, visualize trends, and export data for deeper analysis. These reports are flexible enough to accommodate both anonymous and named surveys, helping organizations make data-driven decisions about volunteer engagement and program effectiveness.

Navigate to Reports >> Survey Reports >> View Responses

(click on the options icon next to the survey you want to report on)

  • See a list of completed survey responses.

    • If there are no responses, you'll only see the Survey Details

  • Filter by date, sort by name and date, adjust page size.

To make sure you are able to report on all responses, have at least one required question - empty replies may prevent you from reporting on all responses.

There are three main sections:

  1. Survey Details

  2. Response Records

  3. Response Data

Note: If a survey is NOT anonymous, responses can also be viewed within a user's profile under the Reports tab.

Survey Details

  • Name – survey title.

  • End Date – listed if an end date is configured.

  • Active – indicates if the survey is live.

  • Responses – indicates if users can submit multiple responses.

Response Records

  • View the names of users who have completed the survey (anonymous surveys will not show names).

  • Filter by response date.

  • Sort by response date or name + response date.

  • Adjust page size to control how many entries appear per page.

  • Filter Responses – apply filters and sorting preferences.

Delete Survey Response

  1. Select the entries you want to delete.

  2. Click Delete Selected Survey Responses.

  3. Confirm your selection.

View Individual Survey Response

  1. Find the entry you want to view.

  2. Use the options icon next to the record and select View.

Response Data

By default, all survey responses are included in the visualization and tabular sections. To include only specific responses, select them in Response Records and click Visualize Selected Responses.

Visualize Survey Responses

  • Each question is translated into a graphic matching the data type.

    • Available graphic options depend on the type of question being visualized

  • Graphic types:

    • Graphs: Pie, Bar (vertical & horizontal), Doughnut, Scatter, Histogram

    • Tables

    • Word Clouds

Customize Graphics

  • Use the drop-down menu at the top of each graphic for customization (options vary by graphic type).

Download Graphic

  • Click the Camera icon to download the graphic as a PNG.

  • Options available while viewing a graphic:

    • Zoom

    • Pan

    • Box Select

    • Lasso Select

    • Auto-scale

    • Reset Axes

    • Download Plot as PNG

      • Box or Lasso selections that you make will display on the PNG that is downloaded

Example:

Note: These options will show up when hovering over the graphic section.

Profile Association Reports - Enterprise only

This report will allow you to view information on profiles in all sub-accounts in the enterprise, filtered by status and/or security role or export to Excel for additional filtering or manipulation - either you call them Shops, Locations or Delegations, you can report on them here!

  1. Go to: Reports, then click on “Profile Association Raw Data”, found in the sidebar under General Reports

  2. Click on the [Report on a Specific Group] button at the top left of the page to select the desired profiles, or you will run a report on everyone.

    • Click the [Add Search Criteria] button to add additional options to your search, or click the [Search] button to run your search

  3. In the “Organization” list of the “Report Settings” section, select the desired organizations to include in the search. If you have created Regions, your organizations will be displayed within their respective region

  4. Select the desired status(es) to include in your export

  5. Select the Sort order from the dropdown list

  6. Select the desired Export File Format

  7. Select which columns to include in your export

Click the [View Organization Members] button to see it on the screen, or the [Export Organization Members] button to export the file

Note

There will be one row per profile per sub-account. Organization membership can be included.

The Profile Association Raw Data report doesn't allow to report on as many fields as the Personal Profile Raw Data report does. If you need to add more information, consider running a Personal Profile Raw Data report or combine both.

Troubleshooting Tips

Issue

Possible Cause

Solution

Report data seems incomplete

Search criteria may be too narrow (e.g., filters, statuses, or date ranges)

Re-run the report with broader criteria; check if filters like “Assigned Only” or “Date Range” are excluding records

Missing volunteer in reports

Volunteer doesn't match the filters or search criteria selected

Recheck the filters used on top of the report page and the search criteria chosen.

Birthday or anniversary data missing

Birthdate or Date Joined not entered in the profile

Update missing profile fields in Contact Information or Misc Fields

Unable to export report

Wrong button used or your browser / IT settings not allowing for it

Ensure you click the correct [Export …] button at the bottom of the page; if you still cannot export it, reach out to your IT department

Exported file doesn’t include totals

Raw Data reports only export field values, not calculated totals

Use Excel or another tool to calculate totals and summaries

Saved report won’t run or show the correct information

Saved search may not be fully compatible or filters outdated

Try re-running the report with fresh criteria and save it again

Name Tag design not fitting on page

Page and element dimensions too large for paper size

Adjust Page Settings and Name Tag Settings; run a small test print

Name Tag print misaligned

Printer not set to correct settings

Confirm printer is set to matching paper size, no margins, and no scaling

Can’t see survey responses by name

Survey was set as anonymous

Only non-anonymous surveys display respondent names

Note Log entries missing

Not all admins have permission to view the Note Log

Confirm admin role has access to the Note Log feature

Client and Donor Reports

Client and Donor Reports provide deeper insight into the people your organization serves and those who support it financially. These reports allow you to track client activities and encounters, analyze donation patterns, and export raw data for detailed review. Whether you’re monitoring client engagement or donor contributions, these reports give you the flexibility to filter, customize, and save results for ongoing use.

All about Client Reports

Client Reports allow you to view and export data related to client interactions, activities, and encounters. Reports are export-friendly and can be customized with filters, columns, and date ranges.

What each Report Provides

Report

Description

Client Reporting Data – Column Layout Raw Data

View client reporting entries recorded by volunteers, arranged in columns. Can be exported to Excel for further analysis.

Clients and Associated Activities Raw Data

View clients and their associated activities. Includes fields like name, address, phone, activities, data links, and misc fields.

Client Reporting Data - Column Layout Raw Data

Note: Information on Client Encounters can be gathered using Raw Data Reports at both the Organization and Enterprise levels as well as within an individual client’s profile.

  1. Go to: Reports, then click on “Client Reporting Data – Column Layout Report” found in the sidebar under Client Reports

  2. Optional: Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  3. Optional: Encounter Date: Enter a date to search for Encounters, “From” or “To” a specific date. If you enter a date for both, you can search for the Encounters within a date range.

    • You can either search by entering exact dates or by using dynamic dates

  4. Optional: Date Created: Enter a date to search for when Encounters were created (logged/entered), “From” or “To” a specific date. If you enter a date for both, you can search for the date Encounters were created, within a date range

    • You can either search by entering exact dates or by using dynamic dates

  5. Optional: Check the box to include entries that do not have any of the selected reporting fields

  6. Choose your Sort preference

  7. Choose the desired Export File Format

  8. By default, we have selected the most common columns used in an export. In the “Columns to Include” section, you can see what columns are included and make any changes

  9. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  10. Click either the [View Client Reporting Data] button to see it on screen, or the [Export Client Reporting Data] button to export the file

Clients and Associated Activities Raw Data

  1. Go to: Reports, then click on “Clients and Associated Activities Raw Data” found in the sidebar under Client Reports

  2. Optional: Category: Select a Category from the dropdown list

  3. Optional: Activity Status: Select to filter based on activity status

  4. Client Statuses: Select the statuses of clients you wish to include

  5. Select the desired Export File Format

  6. In the “Columns to Include”, select the information you would like to include from the following categories:

    • Name Fields

    • Address and Phone Fields

    • Activity Fields

    • Data Link Fields

    • Misc Fields

  7. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  8. Click either the [View Client Activity Data] button to see it on screen, or the [Export Client Activity Data] button to export the file

All about Donor Reports

Donor Reports provide insight into donations by program, source, and type, as well as donation trends and raw data exports. You can also view donor-specific reports from within their profile.

What each Report Provides

Report Type

Reports

Description

Standard Donor Reports

Donations by Program, Donations by Source, Donations by Type

Display and graph donation totals and number of donors, grouped by program, source, or type.

Donor Trend Analysis Reports

Donations Trend, Donation Meta Trend

Track donation changes over 12–24 months. Includes interactive charting and export options.

Raw Data Donations Reports

Donations Raw Data, Donation Subscriptions Raw Data

Export donations or recurring donation subscription records. Filter by date, donor status, or subscription status.

Individual Donor Reports

Summary of Donations, Customizable Raw Data

Accessed from a donor’s profile. Includes lifetime donations, year-to-date totals, and exportable raw data for that donor.

Standard Donor Reports

Donations by Program
Displays and graphs the donation amounts and the number of donors contributing donations for each Donation Program.
​
​Donations by Source
Displays and graphs the donation amounts and the number of donors contributing donations for each Donation Source.
​
​Donations by Type
Displays and graphs the donation amounts and the number of donors contributing donations for each Donation Type.

  1. Go to: Reports >> Donor Reports

  2. Select the desired report to run

    1. Donations by Program

    2. Donations by Source

    3. Donations by Type

  3. Optional: Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  4. Select the desired Export File Format

  5. Select the desired Paper Size

  6. Select the Sort order from the dropdown list

  7. Select the Date Range

  8. Click either the [View Report] button to see it on the screen or the [Export Report] button to export

Donor Trend Analysis Reports

Donations Trend
Illustrates the change in donation levels (donation amounts, number of donors) over the course of a 12-month period.
​
​Donation Meta Trend
Compares total donations and number of donors along with totals by program, source, and/or type over a custom date range up to 24 months.

Donations Trend

  1. Go to: Reports, then click on “Donations Trend” found in the sidebar under Donor Reports

  2. Optional: Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  3. Select the desired Export File Format

  4. Select the desired Paper Size

  5. Select the Date Range

  6. Click either the [View Report] button to see it on the screen or the [Export Report] button to export

___________________________

Donations Meta Trend

  1. Go to: Reports, then click on “Donations Meta Trend” found in the sidebar under Donor Reports

  2. Select the Start Date and Number of Months

  3. Click the [Filter] button

  4. For this interactive report, you can select components to include in the chart by mousing over the component:

    • [+] Add to Chart

    • [-] Remove from the Chart

  5. Click the Chart Options menu icon in the upper right corner to:

    • Change Chart Type (Line, Column)

    • Download Chart (PDF, JPG, PNG, SVG)

  6. Click the desired button at the bottom to export your numeric results to either a CSV file or an XLSX file

Tip: You can also click on the [Clear Selections] button to clear your currently selected options and start building your report again.

Raw Data Donations Reports

Donations Raw Data
View donation entries or export to Excel for additional filtering or manipulation.
​
​Donation Subscriptions Raw Data
View donation subscriptions or export to Excel for additional filtering or manipulation.

Donations Raw Data

  1. Go to: Reports, then click on “Donations Raw Data” found in the sidebar under Donor Reports

  2. Optional: Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  3. Select the desired Report Settings:

    • Donation Date (from/to date range when the donation was made)

    • Date Created (from/to date range when the donation was entered)

    • Sort (donation date ascending/descending, donation amount ascending/descending, donor name)

    • Export File format (XLSX, XLS, CSV, TXT)

  4. Select the desired Columns to Include:

    • Basic Fields: information about the donation

    • Audit Fields: information about when the donation was created and by whom

    • Data Link Fields: information about the donation needed to link data in this export with a donor profile export

  5. Optional: Click [Save This Report], to name and save your report for future use

    • Name the search (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  6. Click either the [View Donations] button to see it on the screen or the [Export Donations] button to export


    ​___________________________

Donation Subscriptions Raw Data

  1. Go to: Reports, then click on “Donation Subscriptions Raw Data Report” found in the sidebar under Donor Reports

  2. Optional: Click on Report on a Specific group if you need to choose the volunteer statuses you want to report on or add search criteria.

  3. Optional: Select Date Created date range

  4. Optional: Select the Status of the subscription

  5. Select the Sort order from the dropdown list

  6. Select the desired Export File Format

  7. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  8. Optional: Click [Save This Report], to name and save your report for future use

    • Name the report (200 characters maximum)

    • Optional: Enter a Description

    • Click the [Save] button

  9. Click either the [View Subscriptions] button to see it on screen, or the [Export Subscriptions] button to export the file.

Individual Donor Reports

Finding the Donor

You can write the user's name in the quick search bar:

Tip: The search bar will only give you up to 10 results and will not show you archived volunteers.

If you want to report on an archived donor or run a more specific search, you'll need to search on the People menu.

  1. Go to People >> Search;

  2. Select the Module and Statuses you want to include;

  3. Optional: Add a Search Criteria;

  4. Click Search

Summary of Donations

  1. Open the Donors' profile

  2. Click on the “Reports” tab

  3. Click on the “Reports” sub-tab

  4. The “Summary” section shows the donor’s “Lifetime Donations”, donations for the current year, and identifies the year they first donated

___________________________

Customizable Raw Data Donations Reports

  1. Open the Donors' profile

  2. Click on the “Reports” tab

  3. Click on the “Raw Data” sub-tab

  4. Scroll down to the “Donations Raw Data” header

  5. Optional: enter the Donation Date and/or Date Created

  6. Select the Sort order from the dropdown list

  7. Select the desired Export File Format

  8. Click on the header “Columns to include” to select what information to include in your export. By default, we have selected the most commonly used in an export

  9. Optional: If you typically run a donation export with these column selections, you can make them your defaults for the next time you run this report by selecting the checkbox

  10. Click either the [View Donations] button to see it on the screen or the [Export Donations] button to export

Individual Reports

Reporting on your volunteers as a whole is important to your organization, but sometimes it’s just as valuable to report on a single volunteer. Accurate, insightful individual reports allow you to review hours, feedback, schedules, and other data specific to one person, giving you a complete picture of their contributions.

For this, you'll need to, first, find the volunteer you want to report on and open their profile.

Finding the volunteer

You can write the volunteers' name on the quick search bar:

Tip: The search bar will only give you up to 10 results and will not show you archived volunteers.

If you want to report on an archived volunteer or run a more specific search, you'll need to search on the People menu.

  1. Go to People >> Search;

  2. Select the Module and Statuses you want to include;

  3. Optional: Add a Search Criteria;

  4. Click Search

Run a Report

Once you open your volunteers' profile, there are several reports you can run. Depending on the report you want, you'll need to go to the Reports tab or the Schedule tab.

Individual Hours and Feedback, and Detailed Hours Reports

You can find these reports on the volunteers' profile, under the Reports tab.

Hours and Feedback Report

It will give you the cumulative hour per activity along with category, as well as the number and drop down feedback fields.

Detailed Hours Report

It will give you the logged hours per shift (with date) and activity name.

  1. Select the desired File Format (PDF, DOCX, DOC, XLSX, XLS, MHTML)

  2. Select the desired Paper Size

  3. Set the Date Range

  4. Select the Sort order from the dropdown list

  5. Click the [Export Report] button to save the report to a file or the [View Report] button to see the report on screen

Tip: The Summary header will show you lifetime and the current years' hours, along with the first volunteer year.

Individual Comparisons Report

You can find this report under the Reports >> Comparisons tab

This report allows you to see the breakdown of your volunteers' contributions by week, month, quarter, and year, and compare them to the previous timespan.

  1. Select the desired tab at the top:

    • Year

    • Quarter

    • Month

    • Week

  2. Click the […to Date] or [Entire…] button.

Monthly Comparison Chart

  1. In the Monthly Comparison Chart, you can select up to three components to include in the chart by mousing over the component:

    • Add to the right arrow icon

    • Add to the left arrow icon

    • [-] Remove from the Chart

  2. Click the Chart Options menu icon in the upper right corner to:

  3. Change Chart Type (Line, Column)

  4. Download Chart (PDF, JPG, PNG, SVG)

  5. Click the desired button at the bottom to export your numeric results to either a CSV file or an XLSX file

Individual Raw Data Reports

Logged Hours Raw Data

You can find these reports on the volunteers' profile, under the Reports >> Raw Data tab.

This report will allow you to view hours logged by date, category and activity.

  1. Optional: Select Date Volunteered date range

  2. Optional: Select Date Created date range (Date the hour log was created)

  3. Optional: Category: Select a Category from the dropdown list

  4. Select the Sort order from the dropdown list

  5. Select the desired Export File Format

  6. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  7. Click either the [View Logged Hours] button to see it on screen, or the [Export Logged Hours] button to export the file.

Feedback Raw Data - Row and Column Layouts

You can find these reports on the volunteers' profile, under the Reports >> Raw Data tab.

Feedback - Row or Columns Layout Raw Data

View feedback recorded by volunteers or export to Excel for further data analysis. Feedback is arranged in rows or columns.

  1. Optional: Select Date Volunteered date range

  2. Optional: Select Date Created date range (Date the hour log was created)

  3. Optional: For “Feedback – Column Layout Raw Data” report, check Entries to Include

  4. Optional: Category: Select a Category from the dropdown list.

  5. Select the Sort order from the dropdown list

  6. Select the desired Export File Format

  7. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  8. Click either the [View Feedback Fields] button to see it on screen, or the [Export Feedback Fields] button to export the file.

Note Log Entries Raw Data

You can find these reports on the volunteers' profile, under the Reports >> Raw Data tab.

Note Log Entries Raw Data:

This report will allow you to view Note Log entries for your volunteer.

  1. Optional: Enter the Date Created date range

  2. Modules: Select the desired admin status(es) to include

  3. Select the Sort order from the dropdown list

  4. Select the desired File Format for your export

  5. Columns to Include: Select which columns you would like included in your report

  6. Click either the [View Note Log Entries] button to see it on screen, or the [Export Note Log Entries] button to export the file

Tip: You can review Text Feedback fields on the Reports tab >> Review Text Feedback

Single Month Calendar Schedule Report

You can find this report on the volunteers' profile, under the Schedule tab >> Scheduled Activities header.

This report will give you the volunteers' monthly schedule.

  1. Select the desired File Format (PDF, DOCX, DOC, XLSX, XLS, MHTML)

  2. Select the desired Paper Size

  3. Set the Start Date

  4. Click the [Export Report] button to save the report to a file or the [View Report] button to see the report on screen

Tip: You can send this report to a volunteer by selecting Email to Volunteer.

Schedule Detail Raw Data

You can find this report on the volunteers' profile, under the Schedule tab.

This report will allow you to view activity assignment schedule details.

  1. Choose Activity Type(s) (Schedule, Seasonal or Unscheduled)

  2. Enter a date range (Start Date)

  3. Choose the activity Category

  4. Select the Activity Status filter

  5. Choose your desired Export File Format

  6. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  7. Click either the [View Schedule Data] button to see it on screen, or the [Export Schedule Data] button to export the file

Sign up Detail Raw Data

You can find this report on the volunteers' profile, under the Schedule tab.

This report will allow you to view activity signup details for scheduled, seasonal or unscheduled activities, or export the data to Excel for additional filtering or manipulation.

A volunteer is considered Signed Up when they have expressed an interest in an activity/shift, but are awaiting assignment by an administrator (Activities with self-scheduling enabled do not require this step).

  1. Choose Activity Type(s) (Schedule, Seasonal or Unscheduled).

  2. Enter a date range (Start Date)

  3. Optional: Select what other information to include: Shifts where the volunteer is already assigned

  4. Select Activity Category on the drop down box

  5. Select the Activity Status filter

  6. Choose your desired Export File Format

  7. By default, we have selected the most commonly used columns in an export.

    • If not visible, click the [+] in the “Columns to Include” header to view and change selections

  8. Click either the [View Signup Data] button to see it on screen, or the [Export Signup Data] button to export the file

Saved Reports

If you find yourself running the same reports on a weekly or monthly basis, it may become useful to save these customized raw data reports so you will have easier access to the report results.

Raw data reports at the organization and enterprise level can be saved by an administrator for use when they are logged into their administrative profile.

When a report is saved, the column selections and report format options are retained for future downloads

You can share your saved report with other admins in your account for easy and standardized reporting overall.

Tip: You are only able to save Raw Data reports, not standard reports.

Save your Reports

Once you have made your column selections and report options (and entered search criteria, if applicable to the report), you can save the raw data report.

  1. Click the [Save This Report] button

  2. Enter a name for the saved raw data report

  3. Optional: Enter a description for the report

  4. Click the [Save] button

Note: When saving Raw Data Reports, it is important to note, that saving the report will save the report settings and column selection(s). It does not save the search settings or results of the search performed. If needed, you can save the search settings separately. When you use a saved Raw Data Report, it will generate the report with the saved column selections and settings, and the applicable search parameters used at that time.

The system recalculates and generates results based on the most current data that matches your saved criteria, ensuring reports remain dynamic and reflect any changes in your data since the last run.

Share a Saved Report - New Feature!

Shared Saved Reports let admins save, reuse, and share report configurations. They make it easier to standardize reporting across your organization or enterprise. The visibility and management of these reports depend on admin role permissions and module access.

Overview

  • Enterprise level:

    • Full Admins can create shared reports, which are visible only to other Full Admins.

    • Security Group Admins can also create shared reports, but those are visible only within their own security group.

    • Management (edit, delete, convert) is available if the admin can see the report.

  • Organization level:

    • Limited Admins can use a shared report, as long as they have access to the report associated with it. However, they will require the "Manage Shared Saved Reports" permission to create, edit, or delete shared saved reports.

      • Example: If a report includes Donor custom fields, an admin restricted to the Volunteer module will not see them.

  • Visibility rules: Admins must have access to the relevant modules and fields used in a report to see and use it.

Create a Shared Saved Report

  1. Open the raw data report page you want (e.g., Personal Profile export).

  2. Set your filters, columns, and options exactly as needed.

  3. Click Save.

    • If no saved report is loaded, you’ll go straight to the create form.

    • If a saved report is loaded, you’ll be offered a choice: Create New Saved Report or Update Current Saved Report.

  4. Choose Create New Saved Report.

    • The create form will appear, pre-populated with the original report details.

  5. Enter Name (and optional Description).

  6. Optional: Share the report

    • If you can manage shared reports, you’ll see Share this report — check it to make the report shared.

  7. Click Save.

Update an existing shared saved report

  1. Load the saved report into the page.

  2. Click Save → choose Update Current Saved Report.

    • The dialogue will show read-only details (report name, description, and the raw data report it targets).

    • If it’s shared, a warning will say changes affect all users.

  3. Confirm and save.

Convert a personal report to a shared report

  1. Open Manage Saved Reports or go to My Saved Reports

  2. Find the personal report and choose Convert to Shared Saved Report.

  3. Review the report details in the dialogue. Choose whether to delete your personal copy after conversion.

    • Optionally keep or delete the original personal version.

  4. Click Convert.

Manage Shared Saved Reports

  • Go to Reports > Choose one of the raw data reports > Once you run your search, click the Manage Saved Reports button or go to My Saved Reports

  • Edit Details: Change the name and description. A notice warns you that edits affect everyone.

  • Delete: Removes the report for all admins.

  • Convert to Shared Report (for personal reports)

Keep in Mind

  • Shared reports are tied to their original export type. You can’t switch them to another export (unlike saved searches).

  • If you don’t have the required module access (e.g., Volunteer vs Donor), you won’t see the report at all.

  • At the enterprise level, deleting a security group will also delete that group’s shared saved reports.

Manage your Saved Reports

Notes

  • You'll need to have saved at least one report to see this option.

  • You need to run a search on the report page in order to see manage saved reports

  1. Go to Reports

  2. Select the desired Raw Data Report from the sidebar menu

  3. Click the [Manage Saved Reports] button at the top.

  4. Mouse over the Options icon to:

    • Download Now (all profiles): download the results of the saved report

    • Download Report with Saved Search: Download the report with any chosen Saved Search attached

    • View Report (all profiles): View report on screen, reporting on all volunteers

    • View Report with Saved Search: View report on screen with the selected saved search attached

    • Go to Report Page: Navigate to the saved report's page

    • Edit Details: edit the name or description

      • Make desired changes

      • Click [Save]

    • Convert to Shared Report: Convert a personal saved report to a shared saved report

    • Delete: delete the saved report

      • Click [Delete] to confirm

Tip: Options shown will depend on the saved reports settings.

Using your Saved Reports

  • Saved raw data reports can be run in conjunction with a saved search.
    ​(Excludes the Schedule Summary Raw Data report and the Client and Associated Activities Raw Data report.)

  • Saved searches that were originally created within one raw data report can also be used with other types of raw data reports.

  • Shared saved reports work the same way: if you have access to the report and the relevant modules, you can load it with or without a saved search.

Run Report from My Saved Reports

  1. Go to: Reports, then click on “My Saved Reports”

  2. Mouse over the Options icon beside the Report you want to run

  3. Click on “View Report” to see the data on screen, or click “Download Now” to save the report on your device

Note: Raw Data Reports can be downloaded or viewed in conjunction with a saved search from the My Saved Reports page to report on specific profiles.

____________________________

Run Report from Report Page

  1. Go to: Reports, then click on “My Saved Reports”

  2. Mouse over the Options icon beside the Report you want to run

  3. Click on “Go to Report Page”

  4. Depending on the type of report, proceed with setting the search parameters and/or report settings as needed, before viewing or exporting the report

____________________________

Run a Raw Data Report with a Saved Search

  1. Go to: Reports, then click on “My Saved Reports”

  2. Mouse over the Options icon beside the Report you want to run

  3. Click on “View Report with Saved Search” to see the data on screen, or click “Download Report with Saved Search” to save the report on your device

  4. Select the Saved Search you would like to use and then “View Report with Saved Search” or “Download Report with Saved Search”

Note: If a saved search includes criteria that no longer exist (e.g., removed Custom Fields, Qualifications, or Interests), the system will default to showing all volunteers. To ensure accurate results, always verify your saved search before running a report. Regularly review and update saved search criteria to keep reports relevant and effective.

Delete a Saved Report

  1. Go to: Reports, then click on “My Saved Reports”

  2. Mouse over the Options icon beside the Report you want to delete

  3. Click on “Delete”

  4. Click on the [Delete] button to confirm

Troubleshooting Tips

Issue

Possible Cause

What to Do

I don’t see a saved report I expected

You don’t have access to the raw data report it was created from.

The report includes modules you don’t have permission for.

Check your admin role and module access. For shared reports, confirm whether you have the capability to manage them or at least view them.

I can see the report, but can’t edit/delete it

At the enterprise level, only full admins can edit/delete reports created by full admins.

At the org level, only admins with the Manage Shared Saved Reports capability can edit/delete shared reports.

If you need edit/delete access, contact a full admin (enterprise) or ensure your org role includes the Manage Shared Saved Reports capability.

A saved report runs, but the results look wrong

The saved search linked to the report may include outdated criteria (e.g., deleted Custom Fields, Qualifications, or Interests).

Criteria mismatch between the saved search and the report.

Review and update the saved search criteria. Test by running the report without a saved search to confirm the data source is correct.

I can’t run a report with a saved search

Some reports (e.g., Schedule Summary, Client and Associated Activities) don’t support running with saved searches.

You may not have access to the modules required by the saved search.

Verify that the report type supports saved searches. If it does, check that you have all required module permissions.

A shared report disappeared after a security group was deleted

Shared saved reports (and searches) are tied to security groups created by security group admins. If the group is deleted, its shared reports are deleted too.

Contact an enterprise admin. The report may need to be recreated under a different group.

Working with Raw Data Reports

How to View, Combine, and Visualize Your Data

Raw Data Reports allow you to take detailed, exportable information out of Better Impact and analyze it in the way that best fits your needs. Whether you want to combine multiple reports, group and filter data, or create custom charts, these tools give you the flexibility to go beyond on-screen reports and build insights directly in Excel or other analysis tools.

Note: While we provide step-by-step guidance for using Excel in the examples below, we’re unable to offer support for Excel formulas or troubleshooting beyond what’s included in this section.


​

Combining Multiple Raw Data Reports

Sometimes, the information you need isn’t found in just one report. By combining raw data exports, you can get a more complete picture of your volunteers’ hours, feedback, schedules, and more. There are two main approaches you can use, depending on your comfort level and the tools you prefer:

  • Method 1: Manual Combination in Excel – copy and paste or align columns across spreadsheets.

  • Method 2: Power Query Merge in Excel – use Excel’s built-in Power Query tool to join datasets based on a shared column (like Database User ID).

Both methods are explained step-by-step below so you can choose the one that best fits your needs.

Method 1 - Manual Combination in Excel

Any of the Raw Data Reports can be combined, however the example below will use the Personal Profile and Schedule Detail reports.

Step 1: Run the Raw Data Reports

  1. Run the Personal Profile report, ensuring that you include all volunteers, the desired profile information (e.g. the custom field for the volunteer’s T-shirt size) and the “DatabaseUserId” column.

  2. Export the Personal Profile raw data to a file. This will be your “source” worksheet.

  3. Run the Schedule Detail report for your desired activities, ensuring that you include the “DatabaseUserId” column.

  4. Export the Schedule Detail raw data to a file. This will be your “main/destination” worksheet where you will construct your report.

Step 2: Combine Your Raw Data Reports Into One File

  1. Open the Personal Profile raw data report.

  2. Open the Schedule Detail raw data report.

  3. In the Personal Profile report, right click on the tab at the bottom containing the name of the worksheet and select “Move or Copy…” (PC shortcut: press the [ALT] key, then E, then M)

  4. In the “Move or Copy” dialogue:

    • In “To book”, select the name of the Schedule Detail Export file

    • In “Before sheet”, click on “(move to end)”

    • Optional: Check the “Create a copy” box

    • Click the [OK] button

  5. Open the Schedule Detail report. Your profile information should now be the second worksheet in that file.

Step 3: Prepare Your Source Data

It is important to sort the source information (i.e. the values you want to look up) by a unique value. In this case, that is the “DatabaseUserId” column.

  1. Go to the profile information worksheet

  2. Highlight the data

  3. Sort the data by the DatabaseUserId column

Step 4: Look up the Desired Information

In the schedule detail worksheet, you can now add a column to look up the T-shirt information for your volunteers.

  1. Click in the blank cell in the first row where the information is to be copied

  2. Enter the appropriate formula. The basic syntax for the LOOKUP function is: @LOOKUP(value_to_look_up,range_to_scan,range_to_return)

    • “Value to look up”: the single cell in your current worksheet containing the ID you want to find in your source worksheet

    • “Range to scan”: the range of cells in the source worksheet to check for the unique ID (this can only be one row or column)

    • “Range to return”: the range of cells in the source worksheet containing the data you want to return to your main worksheet (this can only be one row or column)

  3. NOTE: Instead of entering the formula manually, you can follow the steps listed in the tip below

  4. If you click in the cell where you created the formula, it might look something like this (where “Source” is the name of the worksheet that contains the data you are looking up):

    • =LOOKUP(A2,Source!A2:A101,Source!G2:G101)

  5. Edit the formula to ensure that you are using an “absolute” cell reference instead of a “relative” one by adding a dollar sign (“$”) before each column letter and row number referenced in the source worksheet). This will ensure that the exact range is checked each time, rather than dropping the range down by one row in your source worksheet for each row of data in your master worksheet:

    • =LOOKUP(A2,Source!$A$2:$A$101,Source!$G$2:$G$101)

  6. Copy the formula down to the last row of data in your main worksheet

Tip: Instead of entering the formula manually, you can follow these steps:


​1. Click in the blank cell (in the destination worksheet) in the first row where the information is to be copied and type @LOOKUP(
​2. In the destination worksheet, select the cell value (typically in the same row) you want to use for your search. That cell address will be copied into your formula.
​3. Add a comma (“,”) to the end of your formula (after the cell address you just copied)
​4. Open the source (lookup) worksheet
​5. Highlight all the data in the column you want to search (i.e. the data that matches what you highlighted in your destination worksheet), but don’t include the column header
​6. Add a comma (“,”) to the end of your formula (after the range you just copied)
​7. Highlight all the data in the column you want to return to your destination worksheet (don’t include the column header)
​8. Type a right parentheses (“)”) at the end of your formula
​9. Press the [Enter] key on your keyboard to copy the formula to the cell in the destination worksheet
​10. In the destination worksheet, click in the cell where the formula was created

Method 2 - Power Query Merge in Excel (recommended)

Power Query makes it much easier to merge reports and is especially useful if you’ll repeat the process often.

Step 1: Prepare Your Data

  • Place both reports in the same Excel workbook, each on a separate sheet.

  • Confirm that both have a column labelled Database User ID.

Step 2: Load Tables into Power Query

  1. Go to the Data tab in Excel.

  2. Click Get Data > From Workbook (or select From Sheet if already open).

  3. Load each report into Power Query by selecting the appropriate sheet and clicking Load to Power Query Editor.

Step 3: Open Power Query Editor

  • Once both tables are loaded, you’ll see them listed on the left panel of the Power Query Editor.

Step 4: Merge the Tables

  1. Select one of the tables.

  2. Go to the Home tab in Power Query.

  3. Click Merge Queries (or Merge Queries as New if you want to create a new table).

  4. In the Merge dialogue:

    • Select the second table.

    • Choose Database User ID as the matching column in both tables.

    • Select the type of join:

      • Inner Join – only matching records.

      • Left Outer Join – all records from the first table and matching ones from the second.

      • Full Outer Join – all records from both tables.

Step 5: Expand and Select Columns

  • After merging, a new column will appear with a small icon.

  • Click the icon to expand and select the columns you want to include from the second table.

Step 6: Load the Merged Data

  • Click Close & Load to return the merged data to a new sheet in Excel.

Check this "How to" video for more information:

Group Data in Raw Data Reports

You can group the raw data you are viewing by one of your columns included in the output.

  1. Go to Reports

  2. Select the desired Raw Data Report from the sidebar menu

  3. Select Report Settings, Columns to Include, and Search Parameters (if applicable)

  4. Instead of exporting the data to a file, click on the [View …] button at the bottom of the page.

  5. In the “Results” area, click on the “Columns” menu, which appears down the right side of the view window.

  6. Click and hold the left mouse button on the 12 dots next to a column name, to drag the selected column down into the “Groups” area. Your view is now grouped by the column you have moved.

EXAMPLE:

  1. Go to: Reports, then click on “Personal Profile Raw Data” found in the sidebar under General Reports

  2. Click on the [Report on Everyone] button at the top left of the page (this example reports on all Statuses)

  3. Click Search

  4. In the “Columns to Include” section, choose only FirstName, LastName, and City (from the “Basic Columns” section

  5. Scroll to the bottom and click the [View Profiles] button

  6. In the “Results” area, click on the “Columns” menu tab, which appears down the right side.

  7. Drag the “City” column down into the “Groups” area. Your view is now grouped by the “City” column.

Produce Charts using Raw Data Reports

You can produce charts of the raw data you are viewing.

This tool works best with certain field types, such as dropdown lists, but isn’t compatible with checkboxes.

  1. Go to Reports

  2. Select the desired Raw Data Report from the sidebar menu

  3. Select Report Settings, Columns to Include, and Search Parameters (if applicable)

  4. Instead of exporting the data to a file, click on the [View …] button at the bottom of the page.

  5. In the “Results” area, click on the “Columns” menu, which appears down the right side of the area.

  6. Click and hold the left mouse button on the 12 dots next to a column name, to drag the selected column down into the “Groups” area. Your view is now grouped by the column you have moved.

  7. Click and hold the left mouse button on the 12 dots next to a column name, to drag the selected column from the top down into the “Values” area to indicate the values you want to chart.

  8. Click on the column name in the “Values” section to choose the type of function to apply.

    • Depending on the data, values can include min, max, average, sum, and count.

  9. In the “Results” area, highlight the region containing the grouped column and the values.

  10. Right click on the selected range and choose “ChartRange” from the menu

    • Select the chart type (column, bar, pie, line, area, XY scatter / bubble). The chart type may offer sub-options.

  11. Optional: Customize the chart by clicking the options icon in the top right corner

  12. Optional: Click the download icon at the top right

EXAMPLE:

  1. Go to: Reports >> Raw Data Reports and select the desired report to run.

  2. Select all statuses.

  3. Click the [Search] button

  4. In the “Columns to Include” section, choose only FirstName, LastName, and City (from the “Basic Columns” section)

  5. Click the [View Profiles] button

  6. In the “Results” area, click on the “Columns” menu, which appears down the right side of the area.

  7. Drag the “City” column down into the “Groups” area. Your view is now grouped by the “City” column.

  8. Drag the “City column from the top down into the “Values” area to indicate that you want to use “City” as the value.

  9. Click on the options icon to the left of the “City” column (in “Values”) and select “Count” as the function to use.

  10. In the “Results” area, highlight the region containing the grouped column (City) and the values (Count).

  11. Right click on the selected range and choose ChartRange >> Pie >> Pie

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