Guide: How do I create a membership report?

Only group leaders and those with permission to manage membership can create membership reports.


Membership reports can be created either by using a predefined template, or by individually specifying each field, and then applying filters.

To create a membership report:


  • Go to [group name] > Utilities > Manage > Manage membership > Reports.
  • Choose to "Create new report" and enter a name for your report. Or choose to use a template.
  • Click  "Edit" under your new report.
  • Drag the fields you want in your report to the "Select & Order Fields" box. Order them as you wish.
  • If desired, apply a filter. For example, if you want to see a report with only the members who have a specific birthday, apply a "Birthday" filter.
  • Click "Save & View Report."



Use a template to create a new report:

 We've turned the most commonly used database reports for your group or subgroup into easy-to-use templates. The current templates include:


  • contact information
  • new members in the past 30 days
  • expired members in the past 30 days
  • children report


To create a new report using one of the predefined templates:

  • Go to [group name] > Utilities > Manage > Manage membership > Reports.
  • Scroll to the bottom of the page
  • Under "Create a Report", click the radio button next to "Use report template."
  • Choose the template you’d like to use and click the associated "create report" link.


Once you have created a report using our template system, you can always customize it to your liking by editing the report.


Clone an existing report:

If you've slaved away at a report and want to keep the same fields and filters for a new report, click "Clone" below the report you'd like to copy. You can then click "edit" to tweak the cloned report to your liking.


Export your report to Excel:

While viewing any new report, click "Spreadsheet export." Here you'll see previously exported reports and the date the were generated. To download a new CSV file of the current report, click "Generate New Report" to create a downloadable CSV file. In a few seconds (or minutes, depending on the size of your report and internet speed), you'll see your report available for download. Click "download" to save the CSV file to your desktop. You can then open it in Excel.



Use reports to create an email list and contact a subset of members:

To email a subset of your membership (assuming they are not already grouped within a subgroup):

  • Create a report.
  • Export the data and save it. (Do not select "view.")
  • Copy and paste the column of email addresses into your email client.

How to view membership info about former members

There are two ways group leaders can see members who have expired or have been removed from the group: 


OPTION 1: Create a membership report with the "Current Member Status" filter applied

  1. You can include expired members in any membership report by selecting "Expired Members" or "All Members, Current & Expired" for the "Current Member Status" filter. 
  2. Simply edit any report and apply this filter to see members matching this criteria.
  3. You can even specify a date range to narrow the results based on the expiration date of the membership. 
  4. Click "View/edit" to see or update the membership records of a member.


OPTION 2: View the "former members" tab

  1. Go to [group name] >Utilities > Manage > Manage membership > Members and click the "former members" tab.
  2. Here you'll see a list of former group members and can filter by their name/email, membership type, or membership end date.
  3. You can also view the membership records of these members by clicking "View/Edit membership record."



Store information about members:

 To record information about members, such as the number of volunteer hours worked:


  • Create a custom field for the information you'd like to store. 
  • Create a report and include the "membership records" field and the custom field you just created.
  • Run the membership report and click "view/edit" next to a member. 
  • Update the information in the custom field and click "Save."


Many groups use this method to store notes about members, like how many meetings they've attended, whether they've received a welcome phone call, or the number of fundraising items they've sold.

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