> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bethelchms.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Reports

> Build custom reports, export results, and save reusable report templates in Bethel ChMS.

Reports help you answer questions across members, attendance, visitors, events, ministries, activity, and giving. You can choose a report type, configure columns and filters, preview the results, export them, and save the setup as a reusable template.

<Info>
  **Who can do this:** Org Owner, Org Admin, and Branch Admin can access the general **Reports** sidebar item. Editors do not see **Reports** in the sidebar, but the current app code does not block direct `/organisation/reports` access. Treasurers use finance-specific giving reports instead of the general report builder.
</Info>

## Open reports

1. In the sidebar, click **Reports**.
2. Use the **Build Report** tab to create a report.
3. Use the **Templates** tab to load a saved, shared, or system template.

## Report types

The **Select a report type** section shows the report cards available to your role and plan.

| Report type                 | Use it to                                                                                                              |
| --------------------------- | ---------------------------------------------------------------------------------------------------------------------- |
| **Member Directory**        | List members with contact details, status, branch, age group, and custom fields.                                       |
| **Attendance Summary**      | Review attendance records across events and services.                                                                  |
| **Visitor Follow-up List**  | Track visitors, contact details, visit counts, and last visit dates.                                                   |
| **Event Performance**       | Compare event dates, locations, attendee totals, and unique attendees.                                                 |
| **Attendance Frequency**    | See member attendance rates, absences, and last attended dates.                                                        |
| **Growth Analysis**         | Review membership growth trends and period comparisons.                                                                |
| **Ministry Roster**         | List ministry membership, roles, joined dates, and branch details.                                                     |
| **Membership Demographics** | Build an age group and gender cross-tab. See [Membership demographics report](/guides/membership-demographics-report). |
| **Activity Log**            | Open the aggregate activity log report. See [Activity log and change history](/guides/change-history).                 |
| **Gifting & Donations**     | Open the dedicated giving report for finance roles.                                                                    |

<Note>
  Some report cards are feature-gated. For example, **Activity Log** requires pastoral activity reporting access. **Gifting & Donations** is only shown to finance roles.
</Note>

## Build a custom report

<Steps>
  <Step title="Select a report type">
    On the **Build Report** tab, click the report card you want to build.
  </Step>

  <Step title="Configure columns">
    In **Configure Columns**, drag fields between the available and selected panels. The selected fields become the report columns.
  </Step>

  <Step title="Apply filters">
    Open **Filters** and set the filters for the report. Available filters depend on the report type.
  </Step>

  <Step title="Choose grouping">
    Use the grouping selector when the report supports grouped output, such as **By Status**, **By Branch**, or **By Age Group**.
  </Step>

  <Step title="Review the preview">
    Use **Preview** to check the data. You can search, sort, page through results, and click member rows in supported reports to open the member detail panel.
  </Step>
</Steps>

## Filters and branch scope

Filters vary by report type. Common filters include **Date Range**, **Lifecycle Status**, **Nationality**, **Branch**, **Event**, **Ministry**, **Member Name**, **Event Scope**, **Age Group**, and custom fields.

Org-scoped users can choose a branch when the report supports branch filtering. Branch-scoped users do not see the **Branch** filter because Bethel ChMS locks the report to their branch.

For event and ministry filters, org-scoped users must select a branch first. This keeps the event and ministry lists scoped to the selected branch.

## Export a report

Use the buttons in the **Preview** toolbar to export field-based reports:

* **Export PDF** downloads a PDF that uses the selected columns, filters, grouping, and sort order.
* **Export CSV** downloads a CSV that uses the selected columns, filters, grouping, and sort order.

CSV and PDF exports for field-based reports are capped at 50,000 rows.

<Note>
  If no columns are selected, exports are disabled until you select at least one column.
</Note>

## Save a report template

Templates save the current report configuration so you can reuse it later. A template stores selected columns, filters, grouping, and sorting. For the membership demographics report, it stores the demographics-specific settings instead.

1. Build the report you want to reuse.
2. Click **Save as template** or **Save template**.
3. Enter a **Name**.
4. Add an optional **Description**.
5. Click **Save**.

Each user can save up to 25 personal templates.

## Use saved templates

Open the **Templates** tab to see three sections:

| Section              | What it contains                                                 |
| -------------------- | ---------------------------------------------------------------- |
| **System Templates** | Built-in templates provided by Bethel ChMS.                      |
| **My Templates**     | Templates you created.                                           |
| **Shared Templates** | Published templates created by other users in your organisation. |

Use the template action menu to choose **Load** or **Clone**. For templates you own, you can also **Rename**, **Publish**, **Unpublish**, or **Delete**.

<Info>
  Org Owner, Org Admin, and Branch Admin can publish templates. Published templates count toward the organisation limit of 25 published templates.
</Info>

Published templates are marked as organisation-scoped for org-scoped publishers and branch-scoped for branch-scoped publishers. In the current app, shared templates are fetched across the organisation even when the template is marked as branch-scoped.

## Update an existing template

When you load one of your templates, the save dialog lets you update it or save the current configuration as a new template.

* Click **Update** to overwrite the loaded template.
* Click **Save as New** to create a separate template.

System and shared templates cannot be edited in place. Clone them first if you want your own editable copy.