Common Reports + How to Generate Them

Kelsey Schultz
46 steps
5 minutes

Pinehills

This Training Guide Covers the Following Topics: - Pulling the "**Room Availability Research**" Report which shows which rooms are booked or available over a custom time period - Pulling the "**Selected Form Responses**" Report which allows you to see all the form response answers for an event registration - Pulling the "**Selected Group Weekly Attendance by Group"** which will give you the headcount attendance numbers for a selection of groups - How to use the "**Transfer Button**" and access reports for a selection of people found on a different page, because the report you need is only available on a certain page

**Room Availability Research**

Welcome to a guide on how to pull some of the most common reports in Ministry Platform. These reports help to see a snapshot of data bundled together or are useful if you want to interact with data outside of MP.

The first one we will look at is called the "Room Availability Research" report. You can find this report under the events page in MP and select Reports.

In this report first select a date range you are looking at your event to span.

Next add in the Start and End Times for your event. NOTE: Make sure to think about if you need the space for set-up and clean-up when adding in the Start and End times.

Next Select a Day of the Week. If the day of the week is flexible you can select Any Day.

Select the "Carroll Main" for the Building.

Click the "Rooms" field. This is where you can check availability for a specific room or you can keep "Any Room" selected and it will show you availability in all the Rooms at PHC.

Click "View Report"

Here is all the availability for all the rooms only on the Mondays from 5-9pm from 4/7-5/26.

If the Room is unavailable, you will be able to see the event name that has it reserved listed under the Room title as well as which dates that room is booked for blocked out in Red.

If you want to pull this report and save it you can click the "Save" icon and it will give you a variety of different formats you can the report as based on your needs. That is the "Room Availability Research" Report! :)

**Selected Form Responses**

The next Common Report that is used is the "Selected Form Responses" report. We will be using the Women's Galentine's Gathering as our example for this form.

Click "Go To Record"

Click "Form Responses"

Here you can see that all the women who signed up for the event filled out the form that is attached to the registration. To be able to see all the responses without having to individually go into each persons record here, go back to the "General" tab on the event.

Click "Reports"

Select the "Selected Form Responses" report

If you have selected a group of people who filled out multiple forms here is where you can specify which form you want to see responses for. For this example there is only one so we can leave this to "All Forms".

The other options are all preference based and will filter out or in what information you desire to see in this report. Once you have everything selected you need click "View Report"

The first way this report pulls information is each individuals registration and form response info, one person per page that you can scroll through by clicking these arrows.

If you want to see everyone's information all on one page, click "Form Answers Export".

Here you will be able to see everyone's info broken down in different columns with the form being at the very right hand side so you will have to scroll over to see the answers.

Click the "Save" icon to save this list into whatever format you'd prefer. I like to save into an Excel so that I can hide the columns I don't need to see since this report pulls a lot of information. That is the "Selected Forms Response" report :)

**Selected Group Weekly Attendance by Group**

Our Next Report we are going to grab is the "Selected Group Weekly Attendance by Group" report. This report is found of the Groups page in MP.

As an example, we are going to look at all the Spring Semester of Build Groups attendance that the leaders have been submitting through Group Life. So once in groups in the Group Type Column I am going to sort the list to only show "Build Groups".

Click the bottom button to select all the Groups you've searched for

Click "Reports"

Select the "Selected Group Weekly Attendance by Group" report

Click here to select your date range.

Select the "Yes" option if you want to see the groups listed who have no Attendance, which in this example would be helpful to see which Build Group Leaders aren't entering their attendance.

Click "View Report".

That is how you can pull up the Weekly Attendance for any selection of Groups.

**Transfer Selection to Use a Report Found on Another Page**

Lastly, we are going to walk through how to Transfer a list of people if you need a report on the Contacts page and not the Events page.

The example we are using is the HS Ski Trip we want Parent info for all the kids who signed up. There is a report that can gather Contact info on the Contacts page but is not listed in the Events page reports where the list of students' registration list resides.

First we will go into the event where we have our list of registered students.

Click "Participants"

We are going to select all the students in our Participation list.

Next we are going to click the "Transfer" icon. This allows you to move a selection you've made on your current page, and move it to a different page.

We know that the report we need access to is on the Contacts page, so we are going to drop down the Participants folder to select "Contacts"

Click "Transfer"

Click "Ok"

And here it will take us to the Contacts page with out students already selected. Now we just need to find the report.

Click "Selected Call List: Heads"

Click "View Report".

And there you have it the list of parent info to call or have on hand for your student event! Now you can save it in whatever format you need :)

Common Reports + How to Generate Them

Kelsey Schultz
46 steps
5 minutes

Pinehills

**Room Availability Research**

The first one we will look at is called the "Room Availability Research" report. You can find this report under the events page in MP and select Reports.

In this report first select a date range you are looking at your event to span.

Next add in the Start and End Times for your event. NOTE: Make sure to think about if you need the space for set-up and clean-up when adding in the Start and End times.

Next Select a Day of the Week. If the day of the week is flexible you can select Any Day.

Select the "Carroll Main" for the Building.

Click the "Rooms" field. This is where you can check availability for a specific room or you can keep "Any Room" selected and it will show you availability in all the Rooms at PHC.

Click "View Report"

Here is all the availability for all the rooms only on the Mondays from 5-9pm from 4/7-5/26.

If the Room is unavailable, you will be able to see the event name that has it reserved listed under the Room title as well as which dates that room is booked for blocked out in Red.

**Selected Form Responses**

The next Common Report that is used is the "Selected Form Responses" report. We will be using the Women's Galentine's Gathering as our example for this form.

Click "Go To Record"

Click "Form Responses"

Click "Reports"

Select the "Selected Form Responses" report

The other options are all preference based and will filter out or in what information you desire to see in this report. Once you have everything selected you need click "View Report"

The first way this report pulls information is each individuals registration and form response info, one person per page that you can scroll through by clicking these arrows.

If you want to see everyone's information all on one page, click "Form Answers Export".

Here you will be able to see everyone's info broken down in different columns with the form being at the very right hand side so you will have to scroll over to see the answers.

**Selected Group Weekly Attendance by Group**

Our Next Report we are going to grab is the "Selected Group Weekly Attendance by Group" report. This report is found of the Groups page in MP.

Click the bottom button to select all the Groups you've searched for

Click "Reports"

Select the "Selected Group Weekly Attendance by Group" report

Click here to select your date range.

Select the "Yes" option if you want to see the groups listed who have no Attendance, which in this example would be helpful to see which Build Group Leaders aren't entering their attendance.

Click "View Report".

That is how you can pull up the Weekly Attendance for any selection of Groups.

**Transfer Selection to Use a Report Found on Another Page**

Lastly, we are going to walk through how to Transfer a list of people if you need a report on the Contacts page and not the Events page.

First we will go into the event where we have our list of registered students.

Click "Participants"

We are going to select all the students in our Participation list.

Next we are going to click the "Transfer" icon. This allows you to move a selection you've made on your current page, and move it to a different page.

We know that the report we need access to is on the Contacts page, so we are going to drop down the Participants folder to select "Contacts"

Click "Transfer"

Click "Ok"

And here it will take us to the Contacts page with out students already selected. Now we just need to find the report.

Click "Selected Call List: Heads"

Click "View Report".

And there you have it the list of parent info to call or have on hand for your student event! Now you can save it in whatever format you need :)