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Customizable Membership Reports

The Wild Apricot membership, contact, event and donation systems contain vast amounts of hugely valuable raw data but there are few tools to summarize this data and no way to distribute it.

The Dashboards are valuable but contain limited information and no distribution tools.

The report generation tools for Events are quite wonderful. They are flexible, customizable and do a great job of summarizing data. However their value is minimal since there is no way to capture or distribute the information they provide.

Could you please:
* Provide a reporting tool for Members similar to the reports for Events
* Provide these and all other reports with an "Export" button.

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    GordonGordon shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →


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      • JimFJimF commented  ·   ·  Flag as inappropriate

        We should have a central access point for our customizable or frequently-used reports ("Favorites").

        The number of clicks I have to go through (several times a day when our members register or update registrations) to get to the "Participant details" variation of the Event Registration Fields report borders on the incredible. Then, after generating that report, how can I distribute it to the event registrants!!! Take a screen shot and email that out, is the only way I've figured how to do this. Seriously? Ugh!

      • JimFJimF commented  ·   ·  Flag as inappropriate

        We need to have Financial Reporting that is on par with Event Reporting. Reporting financial totals on Membership Levels works fine unless you have Extra Charge options associated with the membership fields. There appears to be NO WAY to extract that info.

        What we need to be able to do would look something like this:

        Member "John"
        Level: Annual Membership $200
        Option: Masters $120
        Total: $320

        Member "Julie"
        Level: Annual Membership $200
        Option: Juniors $ 80
        Total: $280

        then on to...

        Option totals summary:
        Masters (1 ea): $120
        Juniors (1 ea): $ 80

        Without this, we are "flying blind". PayPal transfers a lump sum into our bank account from time to time, with zero distinction between various income streams. We need to know how many and how much our Masters and Juniors options contribute to those totals!

      • TorieTorie commented  ·   ·  Flag as inappropriate

        I'm not sure if this is the right place to say that we need to capture member data from past points in time. How many members on this day two years ago and one year ago and now,e tc. Board terms are two years and change in the summer so we sometimes have a specific dates we would like to compare statistically.

      • Larry KillerLarry Killer commented  ·   ·  Flag as inappropriate

        I think this is where I need to place my wishlist request. I need to generate a report that details membership numbers (by membership level) each month. I need to also be able to query the data to retrieve this data from months past. As an example, I need to know how many members we had at each level, by month, starting July 2015 and working forward.
        Having a report like that would help me tremendously.

      • Chris TworekChris Tworek commented  ·   ·  Flag as inappropriate

        We would like to see a basic functionality that allows sorting and querying the membership data base within WA and then allowing either exporting or printing the results rather than exporting the total database.

      • Apricot KernelAdminApricot Kernel (Product Manager, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Can you please create a dedicated wishlist thread (in our Wishlist forum) about auto-generated reports? This is something new and I want to discuss this separately.

        And can you please also put some more details into the thread - what kind of reports you want to auto generate and why you need this?

      • douglaskotdouglaskot commented  ·   ·  Flag as inappropriate

        And even better still would be automated summary reports that would generate a report each month, or for other set periods of time.

      • Nancy ScanlanNancy Scanlan commented  ·   ·  Flag as inappropriate

        I would like to be able to print them without the search criteria at the top of the report. Even better would be to be able to export to a word processor.

      • evemarieevemarie commented  ·   ·  Flag as inappropriate

        The search features on members and the custom layouts have been helpful for producing reports about our members. It's very helpful to export to excel, but I've been unable to export only the fields that are required, so we are doing a lot of work to get a report that can be distributed to our steering committee.

        I would like to be able to print these reports with custom layouts, or export them to a word processing software. The print command prints the search criteria at the top of the report.

        Thank you!


      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        @roger111 - appreciate you posting the ideas on this matter.

        Would love to hear from other users - is this something you are looking for, anything lacking/you would like to see in a different way etc.

      • roger111roger111 commented  ·   ·  Flag as inappropriate


        This is a follow up on the membership reporting. Any organization that wants to control its membership will probably be looking for statistics on:

        Member numbers by level at a date.

        Subsequent Additions and losses to those numbers during selected periods by month for a year for instance.

        Member numbers at the end of the period so all these figures can reconcile.

        At present there does not seem any method of extracting this due to the lack of basic information in the database. If it were I suppose we could dump the database into excel and massage it as a short term solution but we cannot deal with a lack of fundamental information.

        The dashboard also is lacking as it does not show a coherent view of how the information should be displayed. Additions are treated differently from lapses. Despite the fact that most organizations will work in calendar months the additions are on a 30 day calendar - I suppose this speaks more to the ease of setting up a simple 30 day rule.

        In a perfect world the database would capture the required information. There would be a reporting system in the dashboard that would be meaningful and allow the management to understand if the trends of membership were good or bad related to periods and that this with the ability to see the details and print them out would be complemented with a graph of the results. If not the ability to push this out to excel for graphical manipulation.


      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Thanks Gordon, appreciate the details. We do need to understand the general variety/direction of reports so that we can produce a customizable reporting tool.

        About exporting - understood and makes good sense. You might want to create a separate thread so that this can be properly prioritized.

      • GordonGordon commented  ·   ·  Flag as inappropriate

        Dmitry -

        I currently produce a membership report from a program I wrote that scans the membership Export All file and counts the stuff that's important to me and my board. But this is a report that is personalized to my needs and whose content and format is not relevant or of interest to other WA customers.

        I suspect that any attempt you make to come up with a fixed format membership report will satisfy a few WA users but fail to meet the unique needs of all the others. I urge you therefore to not produce membership (or any other?) reports but rather to provide tools for your users to produce their own reports.

        There is a great example of a flexible and very powerful reporting tool in the Wild Apricot Event Registration Report. This is a wonderful tool that could fill the vast majority of membership reporting needs and it automatically adapts itself to the unique characteristics if each user's data.

        It would be a great first step for you to provide this tool to report on membership data. It may be necessary to produce additional reports where this general tool falls short but this reporting tool would satisfy most general reporting requirements.

        There is one other absolutely essential feature of any report - it must be exportable. All of these reports must have a "Copy" button or some way for them to be pasted into Excel or directly into emails or other documents. The preferred format for these reports would be tab delimited .txt files. Without the ability to export or cut 'n paste these reports they are just data on the screen and are of no particular value.

        My membership report is shown below. While I concede that many of the items on this report could not be produced by the Event Registration Report the important details are the number of members falling into the various membership categories which is exactly what the Event Registration Report does so well.


        SRCC Membership Report as of Wed May 12 17:06:17 2010

        Count of Individual Memberships is 538
        Count of Family Memberships is 290

        Total Memberships 828

        Count of extra family members is 484

        Total memberships + family members 1312

        Count of 1, 2, 3 yr, reccur memberships is 777, 12, 14, 25.
        Count of new members last month 27
        Count of email newsletters to members 684
        Count of print newsletters to members 144
        Count of Complementary memberships is 42
        Count of newsletters to Comp members is 38

        The average age of 360 members who have reported is 51 years and 318 days.

        # of members by age range is:

        0-10 years = 0
        11-20 years = 1
        21-30 years = 8
        31-40 years = 46
        41-50 years = 99
        51-60 years = 119
        61-70 years = 73
        71-80 years = 13
        81-90 years = 1
        91-99 years = 0

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Gordon, can you elaborate - what kind of membership reports would you ideally like to see in Wild Apricot? I would appreciated detailed examples.

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