HQ reporting

HQ reporting gives a governing body — a federation, state body or region with member organisations underneath it — one dashboard of aggregate numbers across all of them: how many members each organisation has, how many are active and financial, and how much revenue each has collected. You'll find it in the admin sidebar under Business management → HQ reporting.

The design is deliberately aggregate-only: you see numbers, never a child club's member list, individual payments or personal details. On ClubHelix a parent organisation never gets operational control of a child — if you need to work inside a member club's admin, someone at that club has to grant you a role there.

Who can use this

Full admins of the parent organisation only — moderators don't see the page, and no permission override can reach it. HQ reporting is an Enterprise plan feature; on other plans the page shows what it does and where to upgrade. It also only has something to show when other organisations sit underneath yours — a standalone club sees a friendly note instead.

What's on the page

• Summary tiles — the number of member organisations, and totals across all of them (including your own organisation): members, active members, financial members and gross revenue for the last 12 full months.
• Revenue trend — a bar chart of gross payments collected per calendar month over the last 12 full months, aggregated across every organisation. The current month is excluded until it completes, so the figures don't shift day to day.
• Per organisation table — one row per organisation (yours included) with member counts and 12-month revenue. Each name links to that organisation's public site — not its admin, because you don't have one there.
• Export CSV — downloads the table as a spreadsheet-ready file.
• Complaints across your organisations — how many complaints each member organisation recorded in the same 12-month period, broken down by status and category. Counts only, and only when your own escalation policy shares them (see below).

Step by step

Review your member organisations

1. Open Business management → HQ reporting in the admin sidebar.
2. Scan the summary tiles for the headline totals.
3. Use the per-organisation table to compare clubs. Click a column heading to sort by it, and click it again to reverse the order. On a phone, each organisation is a card, and Sort by above the cards does the same job. You can also export the CSV and sort it in your spreadsheet.
4. Click an organisation's name to visit its public website.

Export the numbers

1. Click Export CSV at the top of the per-organisation table.
2. Open the downloaded file in Excel, Numbers or Google Sheets. Amounts are in cents so they stay exact — divide by 100 for dollars.

Complaints across your organisations

A governing body often carries the safeguarding obligation for the clubs underneath it, so HQ reporting shows how many complaints each member organisation recorded — by status and by category — for the same 12-month period as the rest of the page.

It is counts only. You never see a subject, a summary, an outcome, a category note or anybody's name, and there is nothing to click through to. Reading an actual complaint needs a role at the organisation that holds it, granted by that organisation.

Two things decide whether the section has numbers in it:

1. Your own escalation policy. On Complaints, the What you can see setting in your escalation policy controls this. Leave it on "Nothing — each club keeps its own register" and HQ reporting tells you the policy withholds them rather than showing zeros. Choose "Counts only" (or the full register) and the counts appear.
2. Whether there is anything to count. With the policy set to share, an empty section means exactly that — no complaints were recorded in the period.

Those two cases read differently on purpose. "No complaints" and "you are not looking at them" are very different things on a complaints register, so the page never shows a zero for the second one. If the counts can't be loaded at all, you get a short notice saying so — again, never a zero.

Standard forms across the group

Business management → HQ reporting → Standard forms is where a governing body publishes the questions every affiliated organisation has to ask, and then sees the answers added up across the group. It is an Enterprise feature and, like the rest of HQ, admins only.

Publish a standard form

1. Give it a Name and an Address (the short slug the form is known by, e.g. safeguarding).
2. Write What this is for so a club secretary knows why it landed in their admin.
3. Enter the Questions as JSON — one object per question with id, type and label, plus required and options where they apply. Up to 30 questions.
4. Tick Every affiliated organisation is expected to use this if it is not optional. This is advisory: it puts a notice on the club's screen, it does not force adoption.
5. Save, then click Publish. Nothing is visible to a club until it is published.

Editing the questions raises the form's version. Clubs already using it keep working on the version they adopted and choose when to take the update, so an edit mid-season never changes a form somebody is halfway through filling in.

Read the group picture

Pick a form to see four tiles — Organisations, Adopted, Behind your version, Responses — then two tables:

• By organisation: who has adopted it, which version they are on, whether their form is live, how many questions of their own they added, and how many responses they have. Counts only.
• Answers to your questions: every answer to a question you wrote, added up across the whole group. A question you wrote as free text reports how many people answered it, never what they wrote.

Nothing on this page shows another organisation's own questions, its responses, or the name of anybody who answered.

Field reference

Tips & FAQ

Why can't I open a member club's admin from here? By design. A governing body sees aggregate numbers only. Operational access to a club — its member list, payments, settings — always needs an explicit role at that club, granted by its own admins.

Why don't this month's payments appear? The revenue figures cover the last 12 full calendar months. The month in progress joins the chart once it completes.

Do the numbers include my own organisation? Yes — your organisation appears as its own row (marked "this organisation") and is included in the totals, alongside every organisation underneath yours at any depth.

Why is the complaints section empty? Either your escalation policy doesn't share your member organisations' complaints (change What you can see on Complaints), or nothing was recorded in the period. The page tells you which of the two it is.

Can I see what a complaint was about? No. HQ reporting counts them; it never shows the subject, the outcome or anybody involved. That needs a role at the organisation holding the complaint.

Refunds? Revenue is shown gross; where an organisation has refunds in the period, the refunded amount is noted next to its revenue figure and included in the CSV.