Reports are the detailed, row-by-row view of your data. Where an Insight answers a question with charts, a Report gives you the underlying list so you can filter it, group it, and take it away as a spreadsheet.
Every Report works the same way. Learn the controls once and they apply everywhere, so this page covers the mechanics and each Report's own page covers what its numbers mean.
It helps you answer questions like:
What do all these buttons at the top of a Report do?
How do I get just the rows I care about?
How do I turn a long list into a summary?
How do I get this into a spreadsheet?
How up to date is what I'm looking at?
What's on the page
Every Report has the same five parts, top to bottom.
The reporting period 📅 is a date range at the top left, and everything on the page respects it. Each Report anchors the period on one specific date, which is not always the one you would expect. The Report's own page tells you which.
Four KPI boxes give you the headline numbers for the period, each with a percentage showing how it moved against the previous period. The ℹ️ icon beside a KPI's name explains exactly what it counts.
The detailed report is one row per record, and the heart of the page. Click any column header to sort by it.
The buttons are Filters, Columns, Group By and Download, covered one by one below.
The last refreshed stamp 🕒 sits at the top right and tells you how current the data is.
Filters 🔍
The Filters button opens a panel of every filter available on that Report, usually organised into groups. Set as many as you like, and they all apply together.
Filters come in four shapes:
Pick from a list. Choose one or more values, such as a teacher or a category. Leave it untouched to include everything.
True / False. These filters have exactly two values. 💡 Leaving one untouched does not show you everything: to see all your records you need to tick both True and False. Tick one on its own to narrow down.
Number range. A minimum and a maximum. Fill in only one side for an open-ended range, so a maximum of 3 with no minimum means "3 or fewer".
Date range. A from and a to date. These are separate from the reporting period at the top and filter on a different date, so a Report can have both.
Filters reset when you switch between views on a Report that has more than one, so set them again after switching.
⚠️ Some Reports also leave certain records out permanently, whatever you filter on. Where that happens it is listed near the top of the Report's own page, and it is the usual reason a total looks lower than expected.
Columns 📋
The Columns button lists every column the Report can show. Tick the ones you want and untick the rest.
💡 Your choice affects the Download too, since you get the columns you have switched on rather than the full set. If you are preparing a spreadsheet for someone, set the columns up first.
Group By 🧮
This is the most useful button on the page and the least obvious.
By default a Report shows one row per record. Choosing a Group By option switches the table to a summary view: one row per group, with the numbers added up across everything in it. Instead of thousands of individual rows you get one row per teacher, per venue, or per month.
You can usually choose more than one thing at a time. Grouping by two things at once gives you one row per combination, which is how you compare the same thing across locations.
What happens to your columns. 💡 This is the part that surprises people. A summary row cannot show the columns you had before, because there is no single value for a group of a hundred records. There is no one email address for a row covering four people. So the columns change:
The things you grouped by become the first columns, identifying the row.
The numbers get added up.
Rates and percentages get recalculated for the whole group rather than averaged across rows. That gives you the right answer instead of an average of averages.
Everything else disappears, including descriptions, email addresses, and individual dates and times. If you need those, you need the ungrouped view.
Each Report's page lists the summary columns you get and what each one measures.
Grouping by a date. Where a date is offered as a Group By option, a second control appears letting you choose the step: Day, Week, Month, Quarter or Year. 💡 That is how you turn a Report into a trend. Group by the date, set the step to Month, and you have a month-by-month summary.
To get back to the full list, clear the Group By selection.
Download ⬇️
The Download button offers three formats:
Excel, best for further work on the numbers.
CSV, best for importing somewhere else.
PDF, best for sharing something to be read rather than edited.
💡 You get exactly what you are looking at: the columns you have switched on, the filters you have set, the reporting period, and the summary view if you are grouped. Set the view up the way you want it, then download.
Data freshness 🕒
On Report pages, data is refreshed on an hourly basis. The Last refreshed stamp at the top right tells you when that last happened.
Permissions
Access follows your existing back-office report permissions. If you could see the equivalent report before, you can see the Report now.
Everyone who can see a Report sees the whole company, with no per-venue or per-establishment restriction. Where a Report has a venue filter or a venue Group By option, that is how you narrow things down to one site.
Reading the guide for a specific Report
Every Report has its own page, linked from the 💡 Read the guide link under the buttons. That page covers what each column means, which filters and Group By options that Report offers, and, where the Report replaces something from the back office, how to reproduce your old report and where the numbers will differ.