Reports

The Reports page gives administrators a dedicated place to choose, configure, review, print, and download reports. Reports can help you review published schedules, find staffing gaps, compare volunteer assignment load, and see event preference responses.

Who Can Access This

• Owners and Administrators only.

Choosing a Report

The report library shows the reports available for your church:

• Schedule Report — review published assignments by date, ministry, or volunteer.
• Coverage Gaps — find required ministry slots that still need volunteers.
• Volunteer Load — compare how many published assignments each volunteer has.
• Event Preference Distribution — see how volunteers marked Preferred, Available, Unavailable, or No Preference for one recurring event.

The selected report opens in one report workspace. Use the setup area to choose filters, then review the matching results before downloading. The Schedule Report can also be printed.

Setting Up the Schedule Report

Use the report setup filters to narrow the schedule:

• Date Range — set a "From" and "To" date. Defaults to the first through last day of the current month. The "To" date must be the same as or after the "From" date.
• Ministry — filter to show only events requiring a specific ministry.
• Volunteer — filter to show only events where a specific volunteer is assigned.
• Reset — return to the default date range and clear all filters.

When you change filters, the report refreshes automatically. A loading message appears while the updated results are being prepared.

Reading the Preview

The report includes summary counts and the matching schedule details. The schedule is organized by event. Each section shows:

Event Header

• Event Name — displayed prominently.
• Date — the event date, formatted for readability.
• Time — the event time (if set).
• Has Openings Badge — appears if any ministry positions are unfilled.

Ministry Grid

For each event, a grid shows the ministry breakdown:

• Ministry Name — the service area.
• Filled / Required — e.g., "2/3" means 2 of 3 required positions are filled.
• Open Positions — if understaffed, shows "X open" in a warning color.
• Assigned Volunteers — lists assigned volunteers alphabetically by name. If an assignment has a position, the position appears after the volunteer name.

Coverage Gaps

Use Coverage Gaps to focus on open required positions. Choose a date range and, if needed, a ministry. The report shows:

• A summary of open positions, events with gaps, and ministries affected.
• A bar chart showing where open positions are concentrated.
• A details table with the date, event, ministry, filled count, required count, and open count.

Volunteer Load

Use Volunteer Load to compare assignment balance. Choose a date range, ministry, or volunteer. The report shows:

• Total assignments, scheduled volunteers, and volunteers with no matching assignments.
• A chart toggle to view assignments by volunteer or a distribution of assignment counts.
• A details table with each volunteer's assignment count, event count, and ministries served.

Event Preference Distribution

Use Event Preference Distribution to review volunteer responses for one recurring event or across all recurring events. Choose an event, or choose All Events for an overview, then choose the audience:

• All volunteers — all active volunteers.
• Ministry — volunteers qualified for a selected ministry.
• Selected volunteers — a custom group of volunteers.

You can include or hide No Preference volunteers. The report shows a chart of Preferred, Available, Unavailable, and No Preference counts with a visible legend, plus a table with each volunteer and their response. When you choose All Events, the totals count each volunteer and event combination, so the total can be higher than the number of volunteers.

Printing and Downloading

Click Print Report to generate a printer-friendly version of the Schedule Report. Positions are included in the printed volunteer list, and ministries print in up to three columns per row for consistent alignment.

Click Export to download the current report with the filters you selected:

• Download Excel — creates a formatted workbook. The Schedule Report includes schedule and assignment sheets. Coverage Gaps, Volunteer Load, and Event Preference Distribution include a Summary sheet with the selected filters and totals, plus a separate sheet with the report rows. When Event Preference Distribution is set to All Events, the workbook includes a Combined sheet and one sheet for each event.
• Download CSV — creates a spreadsheet file for the selected report. Coverage Gaps, Volunteer Load, and Event Preference Distribution include the selected filters and summary totals at the top before the report rows. When Event Preference Distribution is set to All Events, the CSV includes a Combined section followed by a section for each event.

Tips

• Run reports after publishing a schedule to verify coverage.
• Use the ministry filter to check staffing for a specific service area across all events.
• Use the volunteer filter to see one person's full schedule.
• Use Event Preference Distribution before scheduling to understand who prefers or cannot serve at an event.
• Print or download reports to share with ministry leads who may not use the app.