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Member Manager Help/User Guide

Getting Started with Reports


Note: Print a copy of this Tutorial as a way to understand Member Manager's Reports.

Reports

Viewing Reports

To View a report, simply select Reports under Applications for a list of available reports (the image to the right). Then click on View for the Report you want to display.

At the top of the list are a number of "standard" reports provided to all Member Manager sites. Below that is the list of Custom Reports your club has created and allowed you to see. (The custom reports shown in the image to the right are the example Custom Reports that were automatically created when your site was created and may be deleted.)

After clicking View, you will see the screen to the right. In most cases, all you need to do is click on the Display Report button. But, if you want to "filter" out some of the records or change the sort order, you specify it in the area under the description box. You can either specify filtering, or sort, or both. Also, the report function "remembers" the settings from the last time it was run.

Filtering allows you to eliminate uneeded records from your report. Note several things about the powerful filtering capability.

  • You can pick any field to filter on by using the left-most dropdown.
  • There are a number of filter types other than the default "Allow All" (which means no filtering).
  • When you select something other than "Allow All", say "Like" (which means "starts with"), a third box appears allowing you to put in the compare value, for example, with Like, specifying "Wat" will return all names that start with Wat.
  • By clicking on the "Add Filter" button, you can add additional "and" or "or" clauses to your filter. To remove one after adding it, click on the button with an X in it.

You can sort by any field and select either ascending or descending order for that field.

After displaying the report, if you want a printed copy, there is a Print Report button in the bar at the top of the screen. There is also an Export Report button.

Specific Report Instructions

Attendance Sheet - This report provides a printed list of members that you can use to take attendance at a meeting or that you can send around the room to see who is going to "sign up" for some project or event.

Sign-up Sheet - The Sign-up Sheet is more flexible than the Attendance Sheet and does not have anything to do with the Sign-Up feature or the Event Registration feature. Sign-up ReportThis report does on paper what the Event Registration feature does online. The Sign-up Report creates a sheet to be handed around at a meeting that has instructions and choices for the member to pick instead of merely the single checkbox of the Attendance Report. The image to the right is an example of a Sign-up sheet.

To create a Sign-up Sheet, you select Reports and then Sign-up Sheet and then specify the following:

  • The Title for the report
  • Specify the column headings for the checkboxs for the members to check.
  • Then, using the text editor, specify the instructions for the members on how to fill out the Sign-up Sheet.

Managing Reports

A set of sample custom reports are provided when the site is created and are available under View Reports. Using Reports, the Administrator can use Member Manager's custom report generator to Add, View, Edit or Delete these Custom Reports.

If a report is listed under Disabled Reports it is because it specifies a field that no longer exists. Either delete the report or Edit it by moving the invalid field name out of the right column using the "<<" button and perhaps reinserting the new name for the field using ">>".

Adding Reports - After selecting +Add Report you see this screen where you input your report Name and specify the type of data you want to report on.

After selecting the report type, the bottom half of the screen opens up.

Member Accessability - First, use "Click here to specify member access" to indicate which roles can see this report. The default is for only the Administrator to see the report.

Report Information - Then select each field you want in the report (in the order you want them to appear) by clicking on the field name in the left list and clicking on the ">>" button to move it to the right list. If you made a mistake, highlight the field in the right list and use the "<<" button to remove it.

Report Layout - Finally select the type of report layout you want.
  • Standard Report - This is the standard "field per column" report.
  • Member Directory (8.5" x 11") - A full page Member Directory in a two column format.
  • Member Directory (5.5" x 8.5") - A half page Member Directory in a two column format. The sheet is cut in half to create two identical pages. It may be printed two-sided.
  • Member Directory (3" x 5") - A Member Directory with one member per page. This report fits into a 4" x 6" 6-ring binder made by Mead and can be purchased with the organization's logo printed on the binder cover. The sheet is cut (and drilled for the binder) to create four identical 3" x 5" pages. It may be printed two-sided.
  • Address Labels - This report type prints address labels on Avery 5160 (or compatible) sheets which are 3 columns and 10 labels per column.
All of the above reports except the Standard Report are created in the Adobe PDF format for best viewing and printing results. This means that you can store the report in a Member Manager Folder for all to see and/or print.

Specific Report Instructions

Member Directory Report - The Member Directory reports are used to print out a member directory showing the uploaded member photo's and the data you select. It is meant to be used by sites that have the "Member Photo" feature enabled.

The site Administrator creates the Member Directory report to use for their Annual Member Directory and may choose to not make the report available to everyone since it will be printed out and bound by the organization. The administrator may also create a 8.5" x 11" Member Directory for members to be able to print out for occasional use. If your organization is not using the Member Photo feature, the club can use the Member Roster or another Standard Report of your design for a paper Member Directory. The club may also use Export Data with a Standard Report and create a Member Directory using Word or some other package with Mail Merge.

Address Labels - The Address Labels report is formatted to be printed on the Avery 5160 (or compatible) Address Labels sheets.

It is very important to make sure your printer is not resizing the page. Resizing may be the default for your printer. It may be called "Scale to Fit" or "Auto Rotate and Adjust" and it may be placed under an "Advanced" button. The best clue is that the address starts in a different place in each column or it slides up or down on the label as it goes down the page.

If the addresses are still not printed on the label correctly, we have provided a top margin and left margin field so you can adjust where the printing starts.

Export Report Button

The Export Report button downloads a "Tab Delimited" file named mbrmgrdata.txt. The report data is stored in the file in tab separated columns with one field per column. A tab delimited file is the basic format readable by all spreadsheets and mail merges. The spreadsheet application will either open it directly or you can use "Import Data" to import the file. See FAQ001 for more information on using the downloaded data.

The "Tab Delimited" file is also used by the Upload Member Data function. To make a mass change to your member records, create a report with all the fields you want (including First Name and Last Name) and download the existing data. Then, using a spreadsheet program, modify the fields you want to change and save the result back as a "Tab Delimited" file. Then you can use Upload Member Data to upload your changes. See Upload Member Data for more information.

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