Reports

You can generate Standard, Custom, and Summary reports using the Reports feature.

All reports are generated solely for the profiles that you filter for in the List Builder. If you want to learn more about how to take advantage of the List Builder, check out the List Builder article.

We encourage you to check out our Reporting videos in our Tutorial Video Library to accompany this article, and view how to utilize the Reports feature in the application.  

In this article:

• Standard Reports
• Types of Standard Reports
• Custom Reports
  • Create a Custom Report
  • Advanced Options
  • Downtime Reports
  • Best Practices
• Summary Reports
• Report Templates
  • Save and Share a Report Template
  • Delete a Report Template

 

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Standard Reports

We provide a number of frequently used reports in Standard Reports. Most reports are available as either a CSV or PDF file.  

When you select a report, you can find a description of the included data in the Report Description section.

Check out our video and then follow the steps below to generate your own Standard Report. 

To generate a Standard Report: 

1. In the List Builder menu, click Reports.
2. In the menu that appears, click Standard.
3. In the Report Type box, select the type of report that you want to generate.
   Tip: You can see the Types of Standard Reports article for a description of each report.
4. In the Format box, select CSV or PDF. 
   Note: A CSV report will open in a spreadsheet. A PDF report will open as a non-editable document. Some reports can only generate one type of file.
5. (Optional) Select any other settings or data points available for the report, such as in the cases of the Check-In Report and Medication Administration Record Report.
6. Click the EXPORT button.
7. In the window that appears, type the name of the report, and then click the SUBMIT button.
8. In the Success window that appears, click the OK button.
9. In the List Builder menu, click DOWNLOADS.
10. Click the Download button (​​) to view the report that you created. If the report has not appeared, you can click the FETCH NEW REPORTS button.
    Note: If a report includes multiple data points and many profiles, it might take several minutes to generate. You will receive an email to notify you when a report is ready to download. You can unsubscribe from these emails by clicking the Unsubscribe link in the email.

Important: Reports in the DOWNLOADS tab expire after 14 days and will automatically be removed from the list. We encourage you to download and save a copy of your report(s) if you intend to view them at a later time.

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Types of Standard Reports

A reference list of all available Standard Reports is provided below. Please note that some reports may not display for your organization as the available reports depend upon the features that your organization enables.

 

 

Profiles

All Notifications	A list of all notifications sent in the past year. CSV includes basic demographic fields as well as Email Address, User Name, Email Subject, Notification Type, Sent Date, and Opened Status. Each notification will be listed on a separate row.
All Profiles	A list of basic demographic data. CSV includes Name, Date of Birth, Sex, Age, Identifier, Completeness, Users, Registrations and Tags. PDF includes Name, Date of Birth and Sex.
All Registrations	A list of registration data. CSV includes basic demographic fields as well as Group ID, Registration Type, Created Date, Waitlist Status, and Group Names. Each registration will be listed on a separate row. PDF includes a list of profiles grouped by Registration Name.
All Users	A list of detailed user data. CSV includes basic demographic fields as well as Email, Name, Last Login, Phone, and Mailing Address. Each user will be listed on a separate row.
Bounced Emails	A list of bounced email addresses. CSV includes basic demographic fields as well as the Bounced Email Address. Each bounced email will be listed on a separate row.
Check-In Report	You can include two custom columns in a landscape check-in report (one for portrait-mode), and each column can have as many answers to text-only questions that you'd like. An example would be 'Approved Pick Up' with the values of pick up questions. Options include a daily vs weekly types, including profile completeness and adding custom columns.
Photo Roster	PDF includes Profile Photos, Name, Date of Birth, and Sex.
Duplicates	Report can be selected to match duplicates based on Name and Birthday or Name alone. CSV includes basic demographic fields as well as Profile ID and Completeness.
Unaccepted Invites	A list of all unaccepted user invites. CSV includes basic demographic fields as well as the Email Address and Bounced Status. Each unaccepted invite will be listed on a separate row.
Provider Permissions	A list of all provider permissions. CSV includes Name, Type of Role, and each Permission included in the Role.
Trusted Contacts	A list of all trusted contacts.  CSV includes basic demographic fields as well as Email, Name, Phone, and Address.  Each trusted contact will be listed on a separate row.

 

Health Profile

Completion Summary	A list of profiles broken down by complete and incomplete steps. CSV includes basic demographic fields as well as each step and whether or not it is complete or incomplete.
Notes	A list of profiles and their notes. Report can be selected to include all notes or a specific note category. CSV includes basic demographic fields as well as Category, Priority, Provider Name and timestamp. Each note will be listed on a separate row. PDF includes a list of profiles and their notes grouped by profile name.
Review Summary	A list of profiles and their review statuses. CSV includes basic demographic fields as well as each review category, review status and timestamp.

 

Allergies

All Allergies	A list of profiles that have either a food, drug, or environmental allergy. CSV includes basic demographic fields as well as Allergy Name, Reaction, Risk for Anaphylaxis, Epi-Pen status. Each allergy will be listed on a separate row. PDF includes a list of profiles and allergies grouped by profile name.
Drug Allergies	A list of profiles that have a drug allergy. CSV includes basic demographic fields as well as Allergy Name, Reaction, Risk for Anaphylaxis, Epi-Pen status. Each allergy will be listed on a separate row. PDF includes a list of profiles and allergies grouped by profile name.
Environmental Allergies	A list of profiles that have an environmental allergy. CSV includes basic demographic fields as well as Allergy Name, Reaction, Risk for Anaphylaxis, Epi-Pen status. Each allergy will be listed on a separate row. PDF includes a list of profiles and allergies grouped by profile name.
Food Allergies	A list of profiles that have a food allergy. CSV includes basic demographic fields as well as Allergy Name, Reaction, Risk for Anaphylaxis, Epi-Pen status. Each allergy will be listed on a separate row. PDF includes a list of profiles and allergies grouped by profile name.

 

Health Form

Immunizations

A list of self-reported immunizations for each profile. CSV includes basic demographic fields as well as immunization name, dose number and date. Each immunization dose will be listed on a separate row.

 

Medications

All Medications	A list of any profile that has medications. CSV includes basic demographic fields as well as medication name, strength, and detailed dosing instructions. Each medication will be listed on a separate row. PDF includes a list of profiles and medications grouped by profile name.
Medication Administration Records (MARs)	Report includes a printable medication administration record to be used when the the eMAR is not an available option. Options include either a one week of four week format.
Medication                                Confirmation Forms	Report includes medication confirmation forms for any profile that has medications. Typically downloaded and printed by parent/guardian in the Patient Portal, but backup copies available in this report.
Medication Counts	A list of any profile that has tracked medications. CSV includes basic demographic fields as well as medication name and medication count. Each tracked medication will be listed on a separate row.
Medication Labels	Report creates printable medication labels using Avery label types.
Medication Summary	A list of any profile that has medications. PDF includes a list of profiles grouped by time of day.

 

OTCs

Authorized OTCs	CSV includes Name, Birthdate, Sex, Age, and a list of all authorized and unauthorized OTCs.
Unauthorized OTCs	PDF includes a list of all OTCs with the Name, Birthdate, and Sex of all participants unauthorized for the OTC.

 

Finances

Account Balances	A list of all accounts that have balances that are not $0.
Payment Plans	A list of profiles that have active payment plans. CSV includes basic demographic fields as well as payment amount, payment day, remaining payments, payment plan start date, and total payment amount.

 

Attendance

Attendance

A list of attendance events. CSV includes basic demographic fields and fields with information on both the provider and trusted contact who checked the participant in and out.

 

Text Message Alerts

Text Message Users	A list of all users with their Text Message status. CSV includes participants' Name, Birthdate, Sex, Identifier (if identifiers are employed), Health Profile Completeness Percentage, User Name, Registrations, User Email, User Phone Number, True or False to indicate whether Text Messaging is enabled, and Date Confirmed for those with Text Messaging enabled.
Text Message Notifications	A list of all text messages. CSV includes participants' Name, Birthdate, Sex, Identifier (if identifiers are employed), Health Profile Completeness Percentage, Registrations, User Name, User Email Address, User Phone Number, Provider Name, Date and Time of text message, and message Content.

 

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Custom Reports

In Custom Reports, you can create reports with any combination of answers from specific steps and questions in the Health Profile. These reports can be created as either a CSV or PDF file. 

In this section:

• Create a Custom Report
• Advanced Options
• Downtime Report
• Best Practices

 

Create a Custom Report

To create a Custom Report:

1. In the List Builder Menu, click Reports.
2. Click Custom.
3. (Optional) Click the Saved Templates box to select a Report Template, and then go to Step 11.
   Tip: You can learn how to create a Report Template in the Report Templates section.
4. (Optional) In the left column of the table that appears, click the SELECT ALL button to select all of the questions in all of the steps of the Health Profile, and then go to Step 8.
   Tip: We recommend generating and saving a complete Health Profile report for participants in all sessions just in case you lose power or access to the internet. Check out the Downtime Reports section to learn more about this type of Custom Report. 
   

   

5. In the left column of the table that appears, click the step of the Health Profile with the information that you need. (For instance, you can click the Allergies section to report on answers related to allergies.)
6. In the right column of the table, do one of the following, depending on whether you want to select all of the questions in a step or specific questions:
   • If you want to select all of the questions in a step, heading the right column of the table, click the SELECT ALL button.
   • If you want to select specific questions in the step, check the boxes next to the questions that you want to include in your report.
7. Repeat Steps 5 and 6 until you have selected all of the information that you want in your report.
8. In the Format box, select CSV or PDF.
   Note: A CSV is a spreadsheet that you can manipulate and use in a program like Excel or Google Sheets. A PDF is a document that can only be viewed and not edited. Documents and images uploaded by participants are only included in PDF reports.
9. (Optional) If you select PDF, select Individual, Combined, or Condensed in the Type box.
   Individual creates a separate file for each record. If you want to print this file, you need to open each record and print it separately.
   Combined creates a file that includes all of the records with each profile separated by a page break. Condensed creates a file with all of the records, and the records are not separated by page breaks.
10. (Optional) Click the Show Advanced Options link and make your selections. Check out the Advanced Options section below for more information on the options available. 
11. Click the CREATE button.
12. In the Name Your Report window that appears, type the name of the report, and then click the Submit button.
13. In the Success window that appears, click the OK button.
14. In the List Builder Menu, click DOWNLOADS.
15. Click the Download button (​​) to view the report that you created. If the report has not appeared, you can click the FETCH NEW REPORTS button.
    Note: If a report includes multiple data points and many profiles, it might take several minutes to generate. You will receive an email to notify you when a report is ready to download. You can unsubscribe from these emails by clicking the Unsubscribe link in the email.

Important: Reports in the DOWNLOADS tab expire after 14 days and will automatically be removed from the list. We encourage you to download and save a copy of your report(s) if you intend to view them at a later time.

Advanced Options

Advanced Options are available for Custom Reports. Although not required, you’ll certainly want to consider these advanced options for every report and decide if these options will be relevant to the information you are looking for. Profiles with No Matching Information, Past Profiles, and Expired Answers are especially helpful to include when there are missing answers to questions selected for reports.

Once you have selected all the information that you want included in your report and the format (PDF or CSV), you will have the option to select additional information such as images, notes, and past profiles. Depending on whether you select PDF or CSV, the Advanced Options differ slightly.

• CSV: If you select CSV, click the Expired Answers and Profiles with No Matching Information boxes to include any profiles missing answers to the questions that you selected for your report.
  Important: Uploaded images can only be included in a PDF file.
  Note: If you use our Online Registration Module, you can also include the Account Balance, Add-Ons, Payment Plans, and Coupons for the profiles that you filtered for in the List Builder.
• PDF: If you select PDF, you can click the Images box to include any PDFs or other images included in the questions that you select for your report. Be sure to click the Expired Answers and Past Profiles boxes to include any profiles missing answers to the questions that you selected for your report. 
  Note: You can include the Notes and Registration Information for the profiles you filtered for in the List Builder.

 

Downtime Reports

Downtime Reports are important and commonly generated Custom Reports. As part of your planning, we recommend you generate and save a complete Health Profile report for participants in all sessions in the event you lose power or access to the internet. 

00:03: Hi there. I'm Gabriela from the DocNetwork Training Team, and this video 00:07: will show you how to create a downtime report within our application. 00:10: Downtime reports or, All Profiles 00:15: Reports, are important and commonly generated custom reports. 00:19: As part of your planning, we highly recommend generating and 00:23: saving a complete Health profile report for participants 00:27: in all sessions in the event you lose power or access to 00:31: the internet. First, you want to go to List Builder 00:36: and make sure you filter for the participant profiles for which you want to generate 00:40: the custom report. For this example, we will keep the default 00:44: filter, which shows profiles for all participants with current 00:48: and upcoming registrations. From the List Builder, 00:52: go to reports, the second tab here, and then click on custom. 00:58: Since we would like to generate a Complete Health Profile report for 01:02: participants in all sessions, click on select all in 01:06: the left column of the table. This will select 01:10: all of the questions in all of the steps or sections of the health profile. 01:15: Now, we will select the format; CSV or PDF 01:19: in the format box. If downloading a PDF, you can choose 01:23: to include images from the Show Advanced Options drop down menu. 01:31: Now, click create to download the report. We'll name the report, 01:36: then click submit. Then we'll click okay. 01:43: From there, go to the downloads tab. 01:46: If it doesn't appear right away, you can click on fetch new reports. 01:51: And here, we see our report that we just generated. We can download that, 01:56: and then you can save that or print and there you have it. 02:00: Thank you for taking the time to watch and please reach out 02:03: if you have any questions.

 

 

For more information on Downtime Procedures, check out our Preparing for Downtime article.

To create a Downtime Report:

1. In the List Builder Menu, click Reports.
2. Click Custom.
3. In the left column of the table that appears, click the SELECT ALL button to select all of the questions in all of the steps of the Health Profile.
   Note: If there are any questions you would not like to include, you have the option to uncheck the boxes next to them. 
4. In the Format box, select CSV or PDF.
   Note: If downloading as a PDF, you can choose to include Images from the Show Advanced Options link. Documents and images uploaded by participants are only included in PDF reports.
5. Click the CREATE button.

 

Best Practices

Custom reports are an essential tool for gaining insights and making informed decisions about your programs. By following these best practices, you will learn how to efficiently generate and interpret reports to optimize your reporting experience and enhance organization operations.

Watch the video below to learn about some reporting best practices, including

• Using the List Builder effectively
• Generating Downtime Reports
• Using Advanced Options
• Navigating Yes/No questions
  Important: If you have multiple variables that you want to include in your report, and at least one of them is a a Yes/No/Either question, leave the Specific Answer (Optional) dropdown menu BLANK for best results. 

00:04: Well, Hi! I'm Phil from the DocNetwork training team. In this video 00:07: We're going to walk you through a few of the best practices when it comes to the custom reports. 00:12: The first best practice is your List Builder 00:16: conditions. Make sure to utilize the right conditions within 00:20: your List Builder. Sometimes people keep it too broad and 00:24: we may have way too many profiles for what we're looking for and 00:28: if you make it too narrow, you're going to have to pull out a few different reports. 00:39: The second best practice is downtime reports. Because that one's such 00:43: a big deal, we actually have a whole video dedicated to that. 00:46: So make sure to check that out. As a quick overview on downtime 00:50: reports, simply select all in your custom reports in 00:54: both categories. Select all. Select 00:59: all. And you can 01:03: see we've selected all in every category on both sides. 01:08: Then choose the format that you want it in. We'll say PDF as 01:12: well as the type, whether that's individual, combined, or condensed, and 01:17: create. Then 01:25: open it up in your downloads folder. 01:33: And then save it to your local device. The 01:39: third best practice is your Advanced options. 01:43: Oftentimes providers may not add in the right Advanced options which 01:47: affects your reports as well. You can check out our separate 01:51: video on Advanced options to see what does what for you. 01:57: And finally the last best practice that we're going to cover is a specific answer. 02:01: Now, this can be a tricky one. Sometimes when you're looking for a specific answer providers 02:06: will go through and add specific yes or no's in questions that have variable 02:10: options. For example in Camp 02:13: Maple, we'll see this in our swim ability form. 02:16: Can your child float on their back? Specific answer pops 02:20: up here. Sometimes when you're looking for specific answers providers 02:24: will go through and add a specific yes or no in questions that have those variable 02:28: options. Now the best practice is to only choose a yes or no option when 02:32: there's only one variable on a single form that you're reporting on. So 02:37: maybe I'm just pulling a report just for kids who can float independently. 02:41: That's fine. But if you have multiple variables that you want to include 02:46: within the report, you'll want to leave that optional question as blank. 02:50: In this case, just delete my yes and leave it as optional. 02:55: Otherwise, the system will often remove people that you think should be included in the report 02:59: as the system wants them to meet all the unique variables that you've 03:03: requested. Running a report with the specific answers left as 03:07: optional will get you the best results. So custom reports are 03:11: a great tool for you as a provider but like all things in life, a tool is 03:15: only as good as how we use it. So thanks for watching and as always 03:20: don't hesitate to reach out if you have any questions.

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Summary Reports

Summary Reports allow you to create reports of participants who answered Yes or No to specific questions in the Health Profile.

To create a Summary Report:

1. In the List Builder Menu, click Reports.
2. Click Summary.
3. (Optional) Click the Saved Templates box to select a Report Template, and then go to Step 9.
   Tip: You can learn how to create a Report Template in our Save and Share Report Templates article.
4. In the left column of the table that appears, click the step of the Health Profile with the information that you need. (For instance, you might select a Diet & Activity section to report on participants that said "yes" to diet restrictions.)
5. In the right column of the table, do one of the following, depending on whether you want to select all of the questions in a step or specific questions:
   • If you want to select all of the questions in a step, heading the right column of the table, click the SELECT ALL button.
   • If you want to select specific questions in the step, check the boxes next to the questions that you want to include in your report.
6. Repeat Steps 4 and 5 until you have selected all of the information that you want in your report.
7. (Optional) Click the Included Answers box, and select the answer that you want. (For instance, select 'Yes' Answers to include only the profiles of those who answered 'Yes" to the question.)    TIP: If you want to see ALL answers, select All Included Answers.
8. (Optional) If any of the questions you selected for your report include the option to add details (e.g., If you said 'yes' to Other, please provide details), check the Include Details for Each Question box.
9. Click the CREATE button.
10. In the Name Your Report window that appears, type the name of the report, and then click the Submit button.
11. In the Success window that appears, click the OK button.
12. In the List Builder Menu, click DOWNLOADS.
13. Click the Download button (​​) to view the report that you created. If the report has not appeared, you can click the FETCH NEW REPORTS button.
    Note: If a report includes multiple data points and many profiles, it might take several minutes to generate. You will receive an email to notify you when a report is ready to download. You can unsubscribe from these emails by clicking the Unsubscribe link in the email.

Important: Reports in the DOWNLOADS tab expire after 14 days and will automatically be removed from the list. We encourage you to download and save a copy of your report(s) if you intend to view them at a later time.

 

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Report Templates

If there is a report that you use frequently, you can save the report settings as Templates. You can also share your Report Templates with other providers at your organization. Saved and shared templates appear in the Saved Templates box on the REPORTS page. You can create templates for Custom and Summary Reports, and you can delete your own Report Templates when you no longer need them.

In this section:

• Save and Share a Report Template
• Delete a Report Template

 

Save and Share a Report Template

To save and share a Report Template:

1. In the List Builder Menu, click Reports.
2. Do one of the following, depending on the type of report that you want to create:
   • If you want to create a Custom Report, click Custom.
   • If you want to create a Summary Report, click Summary.
3. In the left column of the table that appears, click the step (or section) of the Health Profile with the information that you need.
4. In the right column of the table, do one of the following, depending on whether you want to select all of the questions in a step or specific questions:
   • If you want to select all of the questions in a step, heading the right column of the table, click the SELECT ALL button.
   • If you want to select specific questions in the step, check the boxes next to the questions that you want to include in your report.
5. Repeat Steps 3 and 4 until you have selected all of the information that you want in your report.
6. Do one of the following, depending on whether you are creating a Custom or Summary Report:
   • If you are creating a Custom Report, select the Format and Type of the report, and then click the Show Advanced Options link if you want to include additional information such as images, notes, and past profiles. Learn more about creating a Custom Report in the Custom Reports section.
   • If you are creating a Summary Report, in the Included Answers box, select the type of question you want in the report, and then check the Include Details for Each Question box. You can learn more about creating a Summary Report in our Summary Reports article.
7. Click the SAVE TEMPLATE button.
8. (Optional) Click the New Report box, select Existing Report, click the Which report to overwrite? box, select the report template that you want to overwrite, and then go to Step 10.
9. In the Report Name box, type the name of the report template.
10. (Optional) Click the Shared box, and then select Yes to share the report template with other providers at your organization.
11. Click the SAVE button. Saved and shared templates can be found in the Saved Templates box.

Delete a Report Template

If you no longer need a template that you have created, you can delete it. This cannot be undone. Please note that a template can only be deleted by the person who created it. 

To delete a Report Template:

1. In the List Builder Menu, click Reports.
2. Click the Saved Templates box, and then select the Report Template that you want to delete.
3. Click the DELETE TEMPLATE button.
4. Click the YES, DELETE THIS REPORT button that appears. 

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