MOW Scheduler Tutorials :: Reports

Overview

Scheduler has a variety of reporting features that provide insight into your operations and your database, and in some cases provide tools for acting on those insights.

Reports are roughly divided into 2 categories: Job performance reports (found under the Jobs) menu, and Contact reports (found under the Contacts menu).

Shared Features

Many of the reports in MOW Scheduler have features in common:

Interactive

Most reports include clickable items in blue text. Clicking provides additional context-specific details or functionality. In particular, Contact or Job names are often clickable to view the underlying profiles. In some reports, specific data items in the results table are clickable, allowing you to "drill down" to see additional details; these items are sometimes accompanied by a clickable magnifying glass icon.

Search Filters

Most reports allow you to specify search parameters and "filters" that allow you to narrow the results. Common filters include:

• Date From and Date To fields -- you can specify one or both of these to narrow the date range of a search, i.e. through the "To" date, since the "From" date, or all dates in between.
• Job Group -- on reports that find records related to Jobs, this filter narrows the search to consider only Jobs in the selected Job Group(s).

Sort Options

Many reports include icons in the results header row, over selected columns. Clicking an icon will sort the results by that column, and clicking it again will reverse the sort order.

Linkable Settings

Each set of search/filter/sort options has a unique URL, allowing you to bookmark or link to a version of the report with your preferred setup. Bookmark or copy the URL from your browser's address bar.

Exports

Most reports have an Export link with the icon. Click this to export the results with your current search/filter parameters, in a standard Excel-compatible format. Opening in a speadsheet program such as Excel or Google Docs allows you to customize the report layout for specific purposes. Tip: Many of the export files include additional fields that are not included in the web version of the report due to space constraints.

Job Performance Reports

These reports are found under the Jobs menu:

Volunteer Credits

This report shows the volunteer hours and miles that were awarded to each volunteer for completed closed shifts over a specified date range. The report can be filtered by Contact tags, or by the Volunteer's association with an Organization (as shown on the Contact profile). The report can also be filtered by Job Group, so that only hours/miles awarded for closed shifts performed on Jobs in the specified Group(s) are included. Note that numbers in the Closed Shifts column are clickable, allowing you to drill down to see the specific shifts (Job and Date) that were performed.

Volunteer Shift Activity

This report is geared towards analyzing volunteer performance: who are your most prolific performers, how frequently do they cancel early or late (i.e. before or after the cutoff time specified in your system configuration)? Who does the most "ongoing assignments", and who substitutes frequently? The stats can be broken down by Job Group or contact tags. Drill down on the number in the Shifts Assigned column to see the details for that individual. There's a link/icon for "Copy emails to clipboard" at the top, enabling you to create an email list of your top contributors.

Volunteer Inactivity

This report allows you to identify volunteers who are listed as "active" in your database, but who have not performed any volunteer shifts recently. One potential goal is to update the status of those volunteers to "inactive" so they won't be listed when searching for a likely candidate to fill an upcoming open slot. To facilitate that task, we provide checkboxes and the "deactivate" icon above the left column, allowing you to "bulk update" many contacts at once. Volunteers are listed on this report when they meet all the following criteria:

• they currently have an "active" Contact profile
• they've been in the system for longer than the "Min Days Inactive" setting
• they haven't completed any shifts in that time period

Note that it's possible that volunteer could be listed on the Inactivity Report but also have a future assignment they haven't yet completed. In this (unusual) case, the future assignment will show up on the Ongoing or Next assignment columns of the report.

The report has a filter labeled "Include Volunteers Never Assigned". By default, these volunteers are included in the report; however you may set this filter to "No" to identify formerly active volunteers who haven't contributed recently.

Shift Notes

This report aggregates the Shift Notes entries from the Job Shift detail pages. It enables you to search for a word or phrase in the note text, with standard filters for date range and Job Group.

Job Shift Activity

Displays volunteer performance, itemized by Job. It includes stats on assignments completed by volunteers vs staff, one-time vs ongoing assignments, and cancellations. Click the icon in the Details to view the completed and canceled shift details.

Unclosed Shifts

This report lists shifts that have not been marked as Closed, and provides an option to close all unclosed shifts for the selected Job Groups. This report is an expanded version of the Unclosed Shifts widget on the homepage dashboard.

Contact Reports

These reports are found under the Contacts menu:

Volunteer Driver Info

This report allows you to review the status of driver's license and insurance data for volunteer drivers. Filters allow you find volunteers with current or expired information. The report includes interactive features to send a request for update by email. For more info, see the tutorial: Managing Volunteer Driver Info.

Tagged Contacts

This report returns a list of all Contacts that have been tagged with a specified Contact Tag. The report includes the date the Contact was tagged, and the username of the staff user who tagged them. This can be useful, for example, for keeping track of which volunteers have completed a training program, and when.