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Setting Up Your Reports

In this video we’ll review the reporting module, and discuss how reporting works in our system.

Reporting in our system is flexible because we divide it into two parts. First we allow you to store the information you’re trying to collect in customizable templates, and then you can go run that saved report in different areas of the system, depending on what kind of information you are trying to collect.

In this lesson we’ll cover how to create the template, and Ill show you the various places you can run these reports in a separate video.

First, I’d recommend you keep yourself organized by keeping your report templates in categories. You are able to create categories by clicking “create new category”, you can drag reports to new categories by clicking the grey tab to the far left, and you can click actions, order categories to adjust the order of categories.

To being building a report, you can click create new report, or, if you just want to make a few adjustments to a report which already exists, you can click on a report and click “copy report”.

Let’s mouse over this copy and make some changes. First, clicking the pencil will let you change the name or set it to quick view. Quickview is a handy feature which allows you to pull up the results just by clicking on a applicant’s name on the user management page, and you can have multiple quick view tabs.

After you choose a name for the report, its time to click “edit fields” to go select the information you want to be a part of the report. First, click “Select Form to add a field from” – what you’re looking at here is the complete list of the applicant’s forms, and clicking any of them will take you to a page where you can add or remove the fields from your report. You are not limited to a single form, so you could include the head accounts basic information from one form, but also include the sub accounts information from another form.

While adding fields from your user forms is pretty straightforward, there are some other special locations i’d like to draw your attention to.

If you click on the form where they order products, you are able to add product specific fields which show how many of the product was ordered, whether it was paid for, or what the price was.

On the scheduler form, you’re able to add fields which show attendance results, or create a new line for each time unit a user has.

On esign forms, you’re able to collect the results of esignatures

and finally there are the system fields, down at the bottom.

The system fields reveal general information about your applicants in a number of different categories, including applicant information, payment information, order information, and form information. it is a good idea to explore the system fields, since a lot of unique information is located there!

Keep in mind that there are parent- specific and child-specific system fields, and any field with the word “family” will include information from all child and parent applicants within a family.

Once you’ve added the tokens you want, click “That’s it, i’m done adding fields”. You’ll be shown an overview of your report, and from here you can either remove fields you don’t need, drag to rearrange the order, click “select form to add a field from” choose a form and go add any fields you may have missed, or click “back to report management” if you are done.

Keep in mind that while you are creating these reports, you want to focus on the information they contain. For instance, if your going to run a report on hats, and another report on tuition, but you want to collect the same information from these people, then only make one report! The only thing that matters when building the reports is the information it includes, and what makes reports helpful is who you decide to run the report on – we’ll go over that in the next video.

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