SmartSpace can produce a number of Membership, database and group reports in a number of formats. Each type of report can be filtered in a number of ways. In addition, there is some functionality within website reports (not exports) which allow easy management of some administrative tasks.
To get to Reports select Control Panel > Database Manager > Global Reports > Select a Report
Report Formats - (Some Formats will only be available depending on the Module subscribed to)
- Contact Summary - website view
- Phone
- Email details of the selected records.
- Membership Summary - website view (only available if you have the Membership Module)
- View membership status
- Admin tools (print cards and confirm payments)
- Links to Membership record.
- Survey Data Export (to spreadsheet) - (In CSV format, available only on specific Business/Club/Trader websites)
- Download Individual contact summary
- Survey Information
- Opens with spreadsheet program such as Excel.
- Basic Contact Data Export (to spreadsheet) - (in CSV format)
- Current Membership data
- Individual data
- Opens with spreadsheet program.
- Ther e are more report formats in the other format areas - more to come
Report Scope (Standard Reports)
- Report on Database
- Report on all those who are in your individual database
- Filter by many of the fileds available in either the Individual record or the customer record
- Report on Membership
- Report specifically on all those who are either currently or have had a membership with you
- Additional membership filters are availble to further filter records
Database Filters
- Click on the filters Action Bar to expose all the filers available for that element
- You can filter the selected data according to the filters selected.
- When selecting multiple filters, the report will only include records where all the criteria are met.
- Any combination of filters can be used.
- When the Get Database Report button is clicked, the report will contain all participants who meet the filter requirements.
- E.g. if a Membership Summary is selected, all filtered participants will be displayed with the membership status shown, including if they do not have a membership.
Membership Reports (Only available if you have the Membership Module)
- The membership report will only show current members.
- Use the extra membership status filters to refine your report.
- Note that when both card and payment filters are applied it will report on those who fit both criteria, not those who fit either.
- Only Network systems can use confirm payments.
- This report should be used when managing memberships.
- Click here for more on managing memberships through reports.
Saving a Report
By entering the name of the report in the Save Report field (and ensuring that the box is ticked), all of the report filters will be saved for repeated use
- Note!! This does not apply to export reports
- Some reports can be exported once saved (this will be extended eventually to all reports)
- Be aware that some reports, once saved will always produce the same resulltswhilst others may produce different results
- EG. IF you filter on age (eg over 50) you will get all those who meet other filters who are over fifty on that day
- If you run the same report again next year, all those who have turned 50 in that period will now be included
- However, if you run the report with specific dates (eg birthdate on a date 50 years ago) it will get the same people no matter when it is run
Communicating With Report Results
It is possible to email to all those in any report, simply by clicking the Email To This List button at the bottom of the report.
- You are taken to a form where you can insert your email subject and message.
- You can also add special information to the email by clicking one of the include selections;
- If the email is non-essential, you should tick the Include Unsubscribe Link box,
- This will only send emails to those who are subscribed to non-essential emails,
- By unticking this box, everyitng with a valid email address will get sent an email,
- You should adhere to local privacy laws when using this tool.
- Each email you send will be personalised with a Hi [FirstName] greeting at the start of the email.
- You can review the email before sending.
- You can get a report on the results of the email.
- You can see who got sent the email, who did not have an email address and who was unsubscribed.
- You can export any or all of these lists to a spreadsheet file, (e.g. You can mail merge the non email list to send a letter to those without an email address.)
- You can review this report at any time by clicking on the Manage Communications link on the Reports page.
