Contact Reports
Active Student Data Report
The Active Student Data report produces an Excel spreadsheet that lists all of the students in your contacts, and includes all custom fields and Parent data.
- Go to People > Reports > Contact Reports > Active Student Data Report.
Restricted Publish Report
The Restricted Publish report produces an on-screen report of all students that have restricted publish outlets selected.
- Go to People > Reports > Contact Reports > Restricted Publish Report.
Restricted Publish Matrix Report
The Restricted Publish Matrix is an Excel spreadsheet of all students and their selected options for restricted publish outlets.
- Go to People > Reports > Contact Reports > Restricted Publish Matrix.
List of Active Contacts Report
The List of Active Contacts report is an Excel spreadsheet of all active contacts on your site.
- Go to People > Reports > Contact Reports > List of Active Contacts.
- You can also access this information by going to People > Contacts > download as excel.
Account Credits Report
The Account Credits report produces an on-screen report of all accounts that have a credit balance. If an account has a credit balance, the user will be able to use this credit towards future purchases. You can also delete "old" credits or credits that have been issued manually by check.
- Go to People > Reports > Contact Reports > Account Credits.
- You will be presented with a list of contacts that have credits on their accounts.
- Click on the name of the contact, then the "Directory and Account" tab. Here you can view the Account Credit history.
- If you click the "Add Credit" button, you will be able to apply a credit or reverse a credit on the user's account.
- To Remove an Account Credit, enter a negative amount to reduce the available credit.
It's a good idea to involve your treasurer in this process because he or she can most likely tell you if the credit needs to remain or if it has already been paid.
Users Allowed Offline Payments Report
This report produces an on-screen list of all users that have been manually authorized for off-line payments. This authorization is set for individual contacts on their contact record under the Directory & Account tab. For more information, see the help article: Allowing Offline Payments.
- Go to People > Reports > Contact Reports > Users Allowed Offline Payments.
Orphaned Contacts Report
The Orphaned Contacts report shows a list of contacts in your organization (except cancelled ones) who have no user associated with them. It provides an easy way to compose and send an email to a subset or all of the list.
- Go to People > Reports > Contact Reports > Orphaned Contacts.
Contacts With No Active Students Report
The Contacts With No Active Students reports is an on-screen report of all active or outdated contacts who don't have any active students listed on their contact record. This report can be useful in helping you clean up your database.
- Go to People > Reports > Contact Reports > Contacts With No Active Students.
- For each contact list you will see their contact record status and the student information on the record.
- "0 total students" means there are no students listed on the record.
- "2 total students, 2 inactive" means there are 2 students listed on the record and both are listed as Inactive.
- Use the "email" button to send an email to one or more contacts on the list.
- Use the "update" button to update the status of one or more contacts to Inactive.
Duplicate Contacts Report
The Duplicate Contacts report produces an on-screen report of all contacts that appear to be duplicates to help you avoid a messy database. Duplicate contact records are created when:
- A user logs in and uses a different email address.
- There is more than one contact record that lists their email address - since the system does not know which contact record is correct, it will create a 3rd record.
- Go to People > Reports > Contact Reports > Duplicate Contacts.
- For more information, view our Knowledge Base Article about Duplicate Contacts.
Contact Mismatches Report
The Contact Mismatches report shows all contacts (except cancelled ones) in an organization that are associated with user records that are not listed on the contact record. In other words, if none of the email addresses on the contact match any of the email addresses of users associated with the contact, the contact is included in the list.
- Go to People > Reports > Contact Reports > Contact Mismatches.
- This is useful when an organization potentially has an issue (usually at an on-site event) where a second family overwrote the data of a first family without logging out and back in with a different account.
Do Not Contact List
If there are email addresses that should not receive an email from your organization (i.e. - a contact has requested to be removed from your mailing list) you can add that email address to a Do Not Contact List.
- Go to People > Reports > Contact Reports > Do Not Contact List.
If a family has moved or is no longer a part of your organization, it's best to update their status to Cancelled. The Do Not Contact List should be reserved for Contacts that have requested not to be contacted.
Blocked User List
If you find you absolutely need to restrict a user from having access to your site, you can add their email address to the Blocked User List.
- Go to People > Reports > Contact Reports > Blocked User List.
Related Articles
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