Reporting a Group's Details

A group's details report pulls together everything infoodle knows about a group, its members and its sub groups into a single file you can open in Excel or save as a CSV. You run it from the group itself when you want a snapshot of who is in the group right now, or from the Reports area when you want to mix group membership in with other criteria, like dates of birth or roles.

Before you start

Role Permissions

To export a single group's details from the group page:

• Search groups I'm a part of
• Search any group

To build a People report by group or run the Special reports under the Reports area:

• Search groups I'm a part of, and search any group
• Run reports

You will also need to be a Full member or Administrator of the group you are exporting. The Functions menu, which contains the Export option, only appears for Full members and Administrators of the group, so people with View only access will not see it at all.

Export the details of a single group

To send your small-group leaders to the board, or to grab a quick snapshot of who is in a group right now, use the per-group Export.

You can find this by going to the group's page (click or hover on Groups on the main menu bar on the left, then click the group's name).

Note: The Functions menu only appears for Full members and Administrators of the group, so check there first if you cannot see it.

1. Open the group.
2. Click Functions in the top right of the group page, then click Export.

3. In the Export the group dialog, tick the options you want included. Each one is described below.

5. Pick a format. Microsoft Excel (xls) gives you a formatted spreadsheet, Comma seperated (csv) gives you a plain file you can open in any spreadsheet tool or import elsewhere.
6. Click the generate button. When infoodle is finished, click Download generated file to save the report to your computer's downloads folder.

What goes in the file

• Include child groups also: includes the sub groups of this group. If the group has no sub groups, this option is hidden.
• Levels to show including the current level: how many levels deep to follow when including child groups. 1 means just the current group, 2 means this group and its direct children, and so on.
• Show the current group: tick to keep the parent group in the file alongside its children, untick to export only the children.
• Include active members: people who are currently in the group at any membership level (View only, Full member or Administrator).
• Include past members: people who used to be in the group but have a date left recorded.
• Exclude hibernated groups: leaves out any sub group that is currently hibernated.
• Exclude expired groups: leaves out any sub group whose expiry date is in the past.

What the file contains

The export has one section per group included, with two parts per section:

• Group details: group name, whether the group is admins-only, hibernation and expiry dates (unless excluded by the options above), and any custom group fields configured for this group's type.
• Members list: last name, first name, permission (Administrator, Full member, View only), function and skills if your site uses them, date joined, date left if a past member, and volunteer hours where the group tracks them.

If you tick Include child groups also, the same group details and members list is repeated for each sub group, up to the level depth you choose.

See volunteer hours for one group

To see how many hours your kitchen team logged last month, or any other single group's hours over a date range, use the per-group Volunteer Hours view.

1. Open the group.
2. Click Functions, then click Volunteer Hours.

3. Set the date range and click the button to run the report.

The report shows each member's hours over the chosen period.

Build a report using group criteria

If you want a list of people in your young adults groups with birthdays this month, go to the Reports area. Reports let you combine group membership with any other person information you need.

You can find this by clicking Reports on the main menu bar on the left.

1. Open Reports and choose the People report area on the left.

2. Click Add criteria.
3. In Select item to filter, pick one of the group criteria:
   • Group: filter people by which group they belong to.
   • Group type: filter by the type of group, for example all small groups, all teams.
   • Group function and Group skill: filter by the function or skill recorded against a person's membership, where your site uses them.

4. Continue setting the critera by choosing equals or does not equal, and the criteria related to the filter options.
   
   

5. Add more criteria if you need to narrow the report further.

6. If required, edit any criteria for choose grouping

7. And edit any options for select fields

9. Then click Generate results.

10. Click Save to keep the report for next time. If you opened this report from a group page, infoodle saves it under that group's Group reports. If you opened it from the main Reports area, it saves to your reports list there.

Special reports for groups

The Reports area also has two pre-built reports that read group activity:

• Attendance: pulls attendance counts for a group over a date range. Useful for groups that record attendance week by week.
• Volunteer Hours: totals volunteer hours by person across one or more groups for a date range.

You can find these by going to Reports and opening Special reports on the left.

[ Screenshot needed: Attendance special report in the Reports area, ready for a group and date range to be selected ]

Common questions

Where do reports I save against a group appear?

Reports you save while you have a group open are listed under Group reports on the Reports area sidebar. Open Reports, click Group reports, then click the group name to see the saved reports for it.

Can I report across more than one group at a time?

Yes. In the Reports area, pick Group as a criterion and select more than one group in the value box. You can also export a parent group with Include child groups also ticked to roll several sub groups into a single export.

Why can I see the group but not export it?

Exporting needs at least Full member access to the group. With View only access, the Functions menu does not appear on the group page at all, so there is no Export option to click.

What is the difference between the group export and a People report filtered by group?

The group export gives you the group itself with its members underneath. A People report filtered by group gives you people first, with their group membership as one column among many. Use the group export when the group is the subject of the report, use a People report when people are the subject and the group is just one of the criteria.

Next steps

After you have your report, you can contact everyone on it by going back to the group and clicking Functions, then Contact this group. You can send an email, text or document to the membership levels you choose.