Reports and Downloads

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Overview

Numerous pre-defined reports are ready-to-go. Click Reports in the left-hand menu. Type a keyword to describe what you need and all possible matching reports will list. Or access your reports by category if you prefer.

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  • Run member engagement reports
  • Create a group from custom criteria
  • Create custom report layouts
  • Downloading ChamberMaster data
  • Mail Merge with Microsoft Word

Member Reports

Custom Member Report

The Custom Member Report allows you to customize the report to get specific information about your members. For example, you can use the customer member report to generate a report of membership renewals for a specific month.

Vid.png How to Run a Custom Member Report
  1. Click Reports on the left-hand menu.
  2. Click Custom Member Report and then click the green arrow.
  3. Click the category where the desired field is located in the list of Available Fields.
  4. Click the check box in front of the desired field.
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  5. Continue selecting fields until all desired report fields are listed in the Selected Fields box.
  6. Make any desired changes to the order of the fields or the sort choices.
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  7. Click Continue.
  8. Complete the Filters, Additional Options, and Save Report sections as desired.
    • At least one filter option must be selected or else no records will be displayed
    • Groups are defined by clicking Add a New Group in the Groups menu.
    • Using the Save Current Report As: selection retains the field selections, sort order, filters, criteria and format options. However, the data in the report will be pulled fresh from the database every time the report is accessed.
    • If you desire to save a report and also “save” the data at a point in time, you must print the report, copy and paste the resulting report to another file or click Download Report.
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  9. Click View/Print Report.
  10. The records matching the selected criteria will display. To print, click Print from the File menu. After selecting the desired local printer, click Print.
  11. Optional: Click Create Group to create a group from the members that are displayed on this report.

Create a Group based on Custom Member Report results

You can create a group from the results of your Custom Member Report. This unique, custom group can be used throughout the software as recipients of email, event invitations, or as a record of those meeting your specific criteria at that point in time.

  1. Click Reports in the left-hand menu.
  2. Click Custom Member Report.
  3. Select the desired fields and any other desired selections on the Member Listing screen. Click Here for further information on configuring the Custom Member Report.
  4. Click Continue.
  5. Select the desired filters and custom criteria.
  6. Click View/Print Report.
  7. Verify the displayed contacts are those that should be included in the group.
  8. Click Create Group.
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  9. Type the New Group Name.
  10. Select the Members reps to include: in the group. You may include just the primary reps, billing reps, and so on.
  11. Click Submit. The Groups module will be displayed.

Make any desired changes on the group General tab. You may also select to contact these members immediately by clicking Contact Members. Click Here for further information on managing groups.

Prospective Sales Pipeline

The Prospective Sales Pipeline report report provides a way for you to forecast new member revenue beyond the current month using custom fields that must be created, managed and maintained by your staff.

Pre-requisites to working with the Prospective Sales Pipeline report

The Prospective Sales Pipeline report relies on custom member fields. The following custom fields are required (NOTE: Field names/data types must match exactly as described below):

  • Rating: Rating allows you to indicate the likelihood of making the sale. This custom field should be created as a Drop Down List data type. Selections in the list are your rating scale (how likely you are to make the sale). A simple alphabetic rating is suggested, with A+ meaning the prospect is extremely likely to join whereas a C- is not so likely.
  • Lead Source: Lead sources allow you to track how you learned of the sales opportunity. Lead sources may include your events, email campaign, cold calls, etc. This custom field should be created as a Drop Down List.
  • Date Added to Pipeline: This allows you to identify the date a prospect was entered into your system. This is useful in reviewing how long prospects have been in the pipeline. This custom field should be created as a Date data type.
  • Forecasted Month: This field allows you to track what month you forecast this prospect to join. This custom field should be created as a Drop Down List data type, and selection should include all months of the year.
  • Dues Amount: This field allows you to track the dues you expect to receive if the prospect joins. This can be useful for budgeting purposes. This custom field should be created as a Numeric:Decimal data type.
  • Signed as a New Member: Indicates whether the prospect has joined your organization, and would be selected once you have made the prospect active. This custom field should be created as a Boolean data type.
Note: Field names/data types must match exactly as described above. Click Here for instructions on setting up Custom Member Fields.

Generating the Prospective Sales Pipeline Report

The Prospective Sales Pipeline report can be filtered by lead source of prospects, quality rating of prospects, and what month you forecast this prospect to join. NOTE: The report is hard-coded to look at only Prospective status records and of those, only those that have not yet been marked “Signed as New Member”.

  1. Click Reports in the left-hand navigation panel.
  2. Enter Pipeline in the Search by Keyword text-box.
  3. Click Search.
  4. Click the green arrow next to Prospective Sales Pipeline Report.
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  5. Select desired filtering criteria:
    • Source: From the drop-down, select those sources you wish to include in the report, or click Select All to generate the report for all sources.
    • Rating: From the drop-down list, select the ratings you wish to include in the report, or click Select All to generate the report for all ratings.
    • Forecasted Month: From the drop-down list, select the months you wish to include in the report, or click Select All to generate the report for all months.
    • [Optional] Added to Pipeline After: If desired, you can generate the report based on when the prospect was added to the pipeline. To enter a date, clear the None check-box and enter desired date.
    • [Optional] Added to Pipeline Before: If desired, you can generate the report based on when the prospect was added to the pipeline. To enter a date, clear the None check-box and enter desired date.
  6. Click View Report.
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Need help with this report? For more information on creating custom fields, contact support@growthzone.com. For more information on the strategy of how to use this custom report, email shari@sharipash.com, the owner and president of Strategic Solutions for Growth, the initiator of this reporting tool.

Member Engagement (Most Active)

The Member Engagement (Most Active) report will help you to identify members those members most engaged. You can configure engagement weighting factors (such as number of events attended, events sponsored, etc.).

Engagement is gauged on the following factors:

  • Events Attended
  • Events Sponsored
  • Hot Jobs
  • Deals
  • Referrals
  • Logins
  • Past Dues (Past Due amounts of $0.00 receive the assigned Engagement Factor)

Applying additional filters to the report will allow you to generate the report for a selected date range, membership status, event attendance, group, and membership type.


Member Engagement (At Risk)

The Member Engagement (At Risk) report will help you to identify members who have not been actively engaged. You can configure engagement weighting factors (such as number of events attended, events sponsored, etc.) to identify which members are at risk of dropping across a selected date range.

Engagement is gauged on the following factors:

  • Events Attended
  • Events Sponsored
  • Hot Jobs
  • Deals
  • Referrals
  • Logins
  • Past Dues (Past Due amounts of $0.00 receive the assigned Engagement Factor)

Applying additional filters to the report will allow you to generate the report for a selected date range, membership status, event attendance, group, and membership type.

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You can adjust the weighting of each of these factors by clicking the adjust factors link. For example: If event attendance carries more weight in engagement for your organization, you may wish to adjust the default weighting. Or, if you are not using job postings, you would set the weight to 0.

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The report displays the number of each factor applicable to your members, and multiplies that by the weight assigned to the factor, sums all to provide the Factor Total. The lower the Factor Total the higher risk of the member dropping.

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Member Listing by Join Date

The Member Listing by Join Date report provides summary or detailed member information based on their join date. You can optionally show fees on the report.

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Membership Drop Analysis Report

The Member Drop Analysis Report provides you with statistics about your member drops over a selected date range. This report will provide you with a view into why your members are dropping, along with your drop rate percentage. By showing you both the join date and the drop date, you can analyze how quickly your members are dropping.

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This report can be printed or downloaded. NOTE: When the report is downloaded, additional contact information is included, such as the primary contact, email and address information.

Member Directory Report

The Member Directory Report allows you to build a custom membership list, alphabetically or by category, show/hide courtesy members, etc. Good starting point for building a printed directory.

Historical Membership Comparison

For a few years a small snapshot of your current membership levels has been saved in a database. This small report lets you look up and compare the data from two of those snapshots.

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Member Directory Listing with Logos

This report will allow you to generate a simple member directory listing of all active members only. Your organization logo will display at the top of the report if loaded at Setup>Organization information. Member logos will display only with the Marketing Package or if running a Member Benefit Campaign. Those logos are loaded under Members>Web tab>Search results icon.

Printable Membership Directories

Printable Membership Directory

The Printable Membership Directory is a simple directory designed to be printed. To print as a booklet requires a printer capable of duplex booklet printing. Export the report to a PDF file and open the file. In print settings, choose landscape as the orientation. Set your printer to its duplex booklet printing option and choose "Open to Right" for the booklet binding. For best results set "Page Scaling" to 'Fit to Printable Area'. The title lines and subtitle lines are customizable, includes chamber logo on the cover and member logos where available.

Three-Column Printable Membership Directory

The Three-Column Printable Membership Directory is a membership directory in three-column format with the options for choosing what member information is displayed. Export to a PDF file for best printing.

NOTE: Members who have Does Not Display On Web selected in their Web Participation Options do not get included in this directory.

Two-Column Printable Membership Directory

The Two-Column Printable Membership Directory is a membership directory in two-column format with the options for choosing what member information is displayed and optional member logos. Export to a PDF file for best printing.

NOTE: Members who have Does Not Display On Web selected in their Web Participation Options do not get included in this directory.

Directory Category & Attribute Assignments Report

The Directory Category & Attribute Assignment report provides a listing of your directory categories, the members assigned to those categories, as well as associated attributes. The report may be configured to display just the primary category, or all categories, include or exclude attributes, filtering options for the members to include, and an option to include the member description. This report is useful in reviewing your members category and attributes assignment.

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Member Benefit Batch Print or Email (Edited)

The Member Benefit Batch Print or Email report allows you to print or email the Member Benefit report across a group of members or by renewal month. The information displayed in this report, is the same benefit information displayed on an individual member's Stats tab. A best practice in retaining your members would be to send this information to them to provide them an understanding of how they are benefiting from membership.

The report may be filtered by:

  • Members by status
  • Members by name
  • Members by category
  • Members by renewal month

Once you have selected the members to whom you wish to send the report, you may enter email text. A great email template to use is the Update your membership listing template, or you may enter your personalized message.

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Invalid Email Address Removed

The Invalid Email Address Removed report provides a list of all emails that have been marked as invalid, and removed from your database. Due to increased vigilance from outside organizations that rank email sender reputation, having a clean email address list is very important to ensure all of our customers can continue to communicate reliably to their members. The following types of addresses would be considered invalid: Addresses where the syntax is incorrect (e.g. multiple @ symbols, extra space, etc.), the domain of the email address doesn't exist, the address of the recipient no longer exists on the receiving server, and when the MX record of the domain itself doesn't exist. These are all cases where the email would never make it through to anyone.

The report includes the email address, name of member or rep, the member/rep ID, location in the database the address has been removed from (clicking the location will take you to the page in the database where the email was used), reason why the address was removed, date of removal.

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The Invalid Email Addresses Removed report includes a Recheck Address link. Click this link to recheck the email address with the email verification service. If found to be valid, the email address will be restored to all locations in the database. If still found to be invalid, an option is provided to send a verification email to this email address. If the address is valid and the recipient replies to the email received, the email address will be marked as valid and restored to all locations in the database. If any email addresses were found to be valid upon re-scan, your report, "Invalid Email Addresses Removed*, will now show fewer removed addresses. In addition, if this situation applies to you, a second report would also be available, Invalid Email Addresses Restored that will show which addresses were restored to your database, if any.


NOTE: When an email is removed, an automated email will be sent to all staff that are signed up to receive email notification. All staff will be set to have this notification enabled by default. A sample email is shown below.

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Communications Reports

Member Contact Report

The Member Contact Report displays a history of communication by staff person, member, and other criteria within a date range. This report may be used to analyze your touch points with members.

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Filter options allow you to generate the report for a selected date range, member, task/category, and so on.


Member Contact Benchmark

The Member Contact Benchmark report provides a measure of your communication with members, and may be filtered by membership status.

The report is color coded:

  • Green - Contacted within the last 30 days
  • Yellow - Contacted within the last 31-60 days
  • Red - Have not contacted for more than 60 days.

NOTE: This will only report on non-bulk communications (5 or less recipients).

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Prospects and Communication by Rep: Detail

The Prospects and Communication by Rep: Detail report provides a detailed list of Sales Representatives and all of the prospective members associated with them. It includes total prospective members by Rep and the number of days since each prospective member was contacted.

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The report may be exported to PDF, Excel, or CSV.

Prospects and Communication by Rep; Summary

The Prospects and Communication by Rep; Summary report provides a list of Sales Representatives and the total number of prospective members associated with them, with the average number of days since the Rep's members have been contacted.

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The report may be exported to PDF, Excel, Word, CSV, or MHTML.

Prospect Conversion by Date

The Prospect Conversion by Date report lists the prospective leads that have been converted to members between a specified date range, sorted by Sales Rep or Groups. Further investigation into the steps taken to convert this prospect into a member can provide insight into effectiveness of your sales program.

The report may be filtered on a selected date range, and by and by sales representative or group.

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The report may be exported to PDF, Excel, Word, CSV, or MHTML.

Event Reports

Billing Reports

Bundled Fee Usage Report

The Bundled Fee Usage Report allows you to see which items in the bundles have been used and which items are remaining to be used within their membership term. The report may be generated based on membership status, membership type, bundled fee items, renewal month, member name, and specified date range.

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The report may be exported to Excel.

Custom Reports

  • The custom report selection allows you to design a report using your own selection of fields and criteria. Using the custom report writer to query the database (or ask questions of) may also be another function that will be helpful as you work with your membership data. Selecting specific filters and criteria will return results that will match exactly what you are looking for.

See How to Select Additional Criteria or “Additional criteria examples” below.

The report appears in a default layout of either Table Style or Directory Style, or a customized layout may be created. *A group may be created from your report results also which provides an easy way to communicate with a subset of your membership.

Custom reports may be viewed, printed, downloaded to a comma separated value (.csv) file or highlighted, copied, and pasted into your favorite word processor.

Organizational Dashboard

Organizational Dashboard reports provide graphs and information as a high level snapshot of the activity and health of various areas of your organization. These areas include:

  • Graphs of your membership by type, status and category.
  • Comparison graph of new members and member drops the current year over the previous year.
  • Sales analysis by staff member, as well as analysis by sales stage.
  • Event statistics including analysis of attendance and revenue over the past twelve months.
  • Analysis of Sponsorship over the past twelve months.