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  2. Flow
  3. Reporting

Intro to the Reporting Module

Lynda Larbi
Updated

Summary

The Reporting Module empowers clients by providing access to a wealth of data and the necessary tools to extract and analyze information tailored to their operational needs. This module focuses on four key areas of the system:

  • Memberships
  • Activities
  • Finance
  • Customers

While the module does not offer built-in business intelligence capabilities, it equips clients with essential tools for data analysis, including:

  • Query Builder
  • Saved Filters
  • Grouping (distinct from saved groups)

Key Features

Report Distribution

  • Secure File Transfer Protocol (SFTP)

    • Send reports to designated locations securely.

  • Scheduling

    • Schedule reports for both internal and external recipients, including delivery to SFTP locations.

  • Report Access & User Groups

    • Restrict report access based on staff roles or specific access groups within the reporting module.

Creating an Access Group

  1. Define the group name (e.g., ‘Finance Staff’).
  2. Apply restrictions to the report itself or utilize a staff role created in system configuration (e.g., ‘Finance Staff’).

Organizing Reports

  • Create folders to categorize your reports effectively (e.g., a ‘Finance’ folder to house all financial reports).

Data Refresh

  • Each data source has a specified refresh rate, along with a timestamp indicating the last refresh.

4Global Integration

4Global is a consultancy that aggregates data across the sports and leisure industry. This data is often used to demonstrate impact and is contingent upon large-scale funding and grants, such as those from Sport England and other National Governing Bodies (NGBs). If required, clients should contact 4Global for SFTP credentials and setup relevant 4G data sources. Please note that this setup does not require support from OP.

Creating a Report

Types of Reports

  • List Report

    • A default report that provides all available fields from the data source (e.g., a list of all memberships in Flow).

  • Time Report

    • Aggregates data based on time, allowing users to perform calculations such as SUM or COUNT based on time conditions (e.g., sum activities by facility by month).

Demo Example: Bookings Report

A practical demonstration using the Bookings data source can include the following steps:

  1. Create a report folder.
  2. Generate a Time and a List report using the Bookings data source.
  3. Create a filter.
  4. Set up a Saved Group.
  5. Preview the report.
  6. Download the report in CSV or XLSX format.
  7. Schedule the report.
  8. Restrict access to the report by Access Group.

Current Data Sources Overview

The Reporting Module features various data sources::

  1. Access

    • Records facility access details, including entry points, user references, and timestamps.

  2. Activity Utilisation

    • Manages bookings and analyzes participation through activity schedules and facility usage.

  3. Addacs

    • Handles amendments and cancellations of customers' Direct Debit instructions (not valid for GC clients).

  4. Aged Debtors

    • Tracks overdue booking debts, late cancellations, and non-attendance.

  5. Arudd

    • Records removal of unpaid Direct Debit instructions (not usable by GC clients).

  6. Auddis

    • Manages Direct Debit instructions created (not usable for GC clients).

  7. Audit Entries

    • Logs key actions for staff and customers, including bookings, orders, and cancellations.

  8. Bookings

    • Provides extensive detail regarding activity bookings.

  9. Cancelled Bookings

    • Details canceled activity bookings and their cancellation methods.

  10. Credits

    • Reports on any membership or booking credits applied or used across the system.

  11. Custom Questions

    • Displays questions and answers related to custom inquiries in Flow, pertinent to activities or memberships.

  12. Customer Freezes Data

    • Provides detailed reports on customer freezes.

  13. Customers

    • Contains extensive details on customer records.

  14. Direct Debit Collection

    • Captures Direct Debit collection data (not usable for GC clients).

  15. End of Shift Reconciliation

    • Details sales and refunds against all sellable inventory at a facility.

  16. Expiring Memberships Due to Eligibility

    • Lists memberships expiring due to eligibility requirements.

  17. Facilities

    • Key information about facilities/venues.

  18. Inactive Customers

    • Information on customers who have not booked an activity or visited the facilities for the past 2 years.

  19. Income

    • Transaction details, including sales amounts, payment methods, inventory items, and billing information across different facilities and sales sites.

  20. Line Items

    • Transactions detailed as line items in the center.

  21. Memberships

    • Contains membership details and member demographics.

  22. Money Bags

    • Shift-specific cash handling details, including bag and tender types, amounts in various denominations, and shift timings for reconciliation.

  23. Moves Badges

    • Details earned Moves badges.

  24. Moves Challenges

    • Provides progress on Moves challenges.

  25. Moves Daily User Activity

    • Lists Moves activity completed daily.

  26. Moves Groups

    • Information on both private and public Moves groups.

  27. Moves Rewards

    • Details Moves rewards redeemed.

  28. Moves Surveys

    • Survey questions and answers from Moves, organized by question dates.

  29. Moves Users

    • List of Moves users and their key information.

  30. Order Line Items

    • Data entries for the items within an order.

  31. Order Transactions

    • Data entries for order IDs to report on tender type, amount tendered, venue name, order date, and payment source.

  32. Recurring Membership Collections

    • Income from recurring membership collections, replacing the Direct Debit Collection data source.

  33. Refund Line Items

    • Duplicated data source of order line items, providing data entries only for refunds processed.

  34. Refund Transactions

    • Duplicated data source of order transactions, providing data entries only for refunds processed.

  35. Till Transactions

    • Transactions recorded by shift and user.

  36. Transactions

    • All transactions, online and offline, with customer references.

  37. Transactions Detail

    • Detailed reports on front-of-house transactions, including shift number and workstation.

  38. Usage

    • Information related to all activity bookings.

  39. 4Global

    • Bespoke reporting for 4Global, requires a daily report setup. We currently offer the following:
      4Global Access
      4Global Bookings
      4Global Courses
      4Global Locations
      4Global Member Details
      4Global Memberships
      4Global Sites

Proposed Reports for New Clients

As part of the onboarding process, the following reports are recommended to set up with clients, along with follow-up training after they go live. This approach helps tailor support once clients have a clearer understanding of available data sources.

Suggested Data Sources for Reports

  • Facilities
  • Bookings
  • Memberships
  • Customers
  • Usage
  • Transactions
  • End of Shift Reconciliation
  • Freezes
  • Credits
  • Custom Questions
  • Aged Debtors
  • Eligibility Expiry
  • Recurring Membership Collections
  • Income

Conclusion

This user guide serves as a comprehensive resource for understanding and utilizing the Reporting Module effectively. For further assistance, please contact our Support Team.

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