Summary
The reporting module is to give clients access to a rich amount of data, and the tools to ensure they can extract what is necessary for their operational needs.
The module focuses on giving information on 4 key areas of the system:
- Memberships
- Activities
- Finance
- Customers
The feature does not provide business intelligence, but rather the tools for clients to extrapolate the information required and perform their own analysis. There are tools provided to help this:
- Query builder
- Saved Filters
- Grouping (different from saved groups)
Key Features
Report Distribution
- Secure File Transfer Protocol (SFTP) Location: send files to a desired location
- Scheduling: schedule reports to intern and external recipients. Schedule reports to an SFTP location
- Report Access & User Groups: Restrict access to reports via staff roles or access groups within the reporting module.
Creating an Access Group
- Create the group name, e.g. ‘finance staff’
- Apply the restriction to the report itself, or use a staff role created in system config e.g. ‘finance staff’
Organising Reports
- Create report folders to organise your reports. E.g you could create a ‘Finance’ folder to house all financial reports
Data Refresh
- Each data source has a refresh rate and timestamp of the last refresh.
4Global
4G is a consultancy that aggregates data from across the sports and leisure industry. This is usually to show impact and also contingent on large scale funding and grants, e.g. Sport England, and other NGBs. This may be required as part of Lambeth’s funding.
If so they will need to contact 4Global for the SFTP credentials and setup the relevant 4G data sources. This won’t require any support of setup from OP.
Creating a Report
List vs Time:
- List report: default report, providing all available fields from the data source. e.g. a list of all memberships on Flow
- Time report: allows aggregation based on time. You can SUM or COUNT available fields based on a time conditional, such as ‘month’ ‘day’ ‘week’ e.g SUM activities by facility by month
Demo Example:
Bookings is a good example to demo. Can create one with a time and one with a list. The order to run through the steps would be
- Create a folder
- Create a time / list report using the ‘Booking’ datasource
- Create a filter
- Create a Saved Group
- Preview report
- Download Report as csv or xlsx
- Schedule report
- Restrict report by Access Group
Current Reports
| Name | Overview |
| Access (4Global) | 4Global Data Source needs bespoke for reporting to 4Global. This is a ‘daily’ report. |
| ADDACS | Amendments and Cancellations of Customers DD instruction (not valid for GC clients) |
| Aged Debtors | Booking debt overdue, Late cancellation, Non-Attendance. (Future, membership debt) |
| ARRUD | Removed on unpaid DD instructions (not usable by GC Clients) |
| AUDDIS | Direct Debit Instructions Created (not usable for GC clients) |
| Audit Entries | Key Actions logged for staff and customers. Bookings, orders, cancellations etc |
| Bookings | Extensive detail against Activity Bookings |
| Bookings (4Global) | 4Global Data Source needs bespoke for reporting to 4Global. This is a ‘daily’ report. |
| Courses (4Global) | 4Global Data Source needs bespoke for reporting to 4Global. This is a ‘daily’ report. |
| Credits | Report for any membership or booking credit applied or used across the system |
| Custom Questions | Displays the questions and answers to all custom questions in Flow. These could relate to activities or memberships |
| Customer Freeze Data | Detailed report on Customer Freezes |
| Customers | Extensive details on the customer record |
| Direct Debit Collection | Direct Debit Collection data source (not usable for GC clients) |
| End of Shift Reconciliation | Sales and refunds against all sellable inventory at a facility |
| Expiring Memberships (Eligibility) | Any memberships due to expire due to Eligibility requirements |
| Facilities | Key information about the facilities (Venues) |
| Line Items | Transactions as line items in centre |
| Locations (4Global) | 4Global Data Source needs bespoke for reporting to 4Global. This is a ‘daily’ report. |
| Member Details (4Global) | 4Global Data Source needs bespoke for reporting to 4Global. This is a ‘daily’ report. |
| Money Bags | Not in use |
| Moves Badges | Moves Badges earned |
| Moves Challenges | Moves challenges and respective progress |
| Moves Daily User Activity | Moves Activity completed daily |
| Moves Groups | Moves groups, private and public |
| Moves Rewards | Moves Rewards redeeded |
| Moves Surveys | Moves survey questions and answers, by question dates |
| Moves Users | List of Moves users and key information |
| Sites (4Global) | 4Global Data Source needs bespoke for reporting to 4Global. This is a ‘daily’ report. |
| Till Transactions | Not In use - transactions by shift and user |
| Transactions | All transactions, online and offline with customer reference |
| Transaction Detail | Detailed report on FOH transactions including shift number and workstation |
| Usage | Usage related to all activity bookings |
Proposed Reports
The following reports are suggested to be setup with a client as part of their onboarding, with follow-up training after they go live. This will help to tailor our support after they get an accurate idea of what the data sources provide.
Each report has a sample which can be shared with clients as part of the their training to ensure they are aware of what data is available per report.
Proposed Reports for a new client
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Facilities
-
Bookings
-
Memberships
-
Customers
-
Usage
-
Transactions
-
End of Shift Reconciliation
-
Freezes
-
Credits
-
Custom Questions
-
Aged Debtors
-
Eligibility Expiry