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Dorridge Village Hall (Staging)

Reports

Invoicing & Payment Tracking System
Reports and Exporting Data The Reports Page The Reports page is accessible to any administrators with the ‘Hallmaster’ role assigned (see User Management guide for more information on Roles and permissions) and can be used to view various breakdowns and reports of data for your venue. Any informatio n from this page can also be exported for you to use however you’d like. Reports are grouped together by topic, such as ‘Bookings’, ‘Invoicing’, ‘Occupancy’ etc. You will also see a group for ‘Favourites’ which is covered later in this document. Finding and Running a Report When you select a group, each report in that group will be listed below as a link. Some groups may contain multiple reports, so you might need to scroll down in the list to find the one you are looking for. Once a report is selected, y ou will see a blue banner showing the name of the report, two buttons, and the description for the report. The blue ‘Edit’ button will open a menu you can use to set any options for this report, such as date ranges, hiding columns you don’t need and many other options specific to this report. You will often see a ‘Show Items From’ option with a dropdown menu. Here you have some options for date ranges to view data from – selecting ‘Today’, ‘Last Week’, ‘Last Month’ etc will show items within that range fr om the current day when you run the report. If you select ‘Specific Date Range’ then you will be given two extra fields for your date from / to. Once you have selected your options, press the green ‘Run’ button to execute the report with your chosen option s. After the data has loaded you will see a grid of the results and, if applicable, a chart showing a graphical representation of these results. These Reports grids have a few extra options compared to the other grids in Hallmaster so you can further custo mise your reports. The magnifying glass icon filters will contain two filter boxes, and an option for ‘AND’ and ‘OR’. This allows you to filter by more specific criteria, for example you could filter a bookings list by checking if the Rooms list ‘Contains “Main Hall” OR Contains “Small Hall”’ – this filter would show you any results where the ‘Rooms’ column contains either of those values. Switching the ‘OR’ to ‘AND’ would then instead show you any results where the ‘Rooms’ column contains BOTH of those val ues.
You can also reorder the columns in the grid by clicking and dragging them to the new order, and you can resize columns by clicking and dragging the edges of the columns. Saving Customisations You can save reports for later use, keeping all of the options you had set so you don’t have to re – enter them. Once you have set all of your options and have run the report, you will be able to save it. Enter a new name for your custom report, and update the description if necessary, then press the ‘Save New’ button. This will save the customised report to your account, leaving the original default report as it is. You can also edit your existing saved reports to update them later. To do this, select the report and edit it to update your options, then press the ‘Save’ button (instead of ‘Save New’) – this will update the existing customised report, rather than creating a new one with your given options. Saving a customised report WILL save: 1. Options applied in the Edit tab (eg Date ranges, hidden columns, graph type etc) 2. The name and description of this report (if you try to save a new report with the same name as another one then you will be prompted to confirm you are happy with this before saving) 3. Filters applied using the magnifying glass icons in the grid 4. Order and size of columns set in the grid Saving a customised report will NOT save: 1. Sorting results in the grid (by clicking on the column heading) 2. Grouping results in the grid (by dragging the column h eading to the top) 3. Hiding segments in the pie chart or bar graph NOTE: If you save a report with a ‘Specific date range’, then that exact date range will be saved. If you save a report with a period (eg ‘From Today’, ‘From Last Week’ etc) then the period w ill be saved and the report will automatically update to the current date when running.
Favourites As the list of available reports grows, both with you saving your own customised reports, and us adding new default templates to work with, you may find you have a handful of reports you want instant access to without having to search through and find them. Each report has a start icon next to it, by clicking on this icon you can ‘favourite’ the report, which will place a link to it in the Favourites grou p. You can use this to build a list of the reports you use regularly so you can access them straight away. You can then unfavourite a report by clicking this icon again. Both default and customised reports can be marked as favourites.