Reports overview

Reports turn everything already recorded in ClubHelix into the numbers your committee actually asks for — how many members you have, who has stopped paying, what came in last quarter, whether everyone's accreditations are current. Nothing here needs setting up: the reports read the data you are already entering.

Who can use this

Reports are split into four kinds of access, so you can give someone the numbers they need without handing over the whole admin.

• View general reports — events, competitions, facilities, programs, volunteering, communication and website reports. Moderators have this by default.
• View money reports — anything showing income, fees, dues or outstanding balances.
• View member & personal-data reports — member lists, contact details, families and demographics.
• View safety & compliance reports — incidents, accreditations, waivers and consent.
• Save, share & schedule reports — create saved views and scheduled deliveries.

Organisation admins have all five. This is what makes a Treasurer position genuinely useful: give the treasurer "View money reports" and they can run the whole finance section without becoming an admin and without seeing member records or incident reports.

A report you cannot open still appears in the list, greyed out, with a short line saying what would unlock it. That is deliberate — you should be able to see what exists.

What's on the page

• Search — the fastest way in. Type what you want to know rather than the report's name: "lapsed", "BAS", "quarterly", "who owes us money". Reports carry synonyms, so "P&L" finds the income statement and "WWCC" finds accreditation currency.
• Area filters — chips across the top narrow the list to Membership, Finance, Compliance and so on.
• Only ones I can run — hides anything locked by your permissions or your plan.
• Report cards — each shows what question the report answers, what period it works over, and which export formats it offers.

You can also reach any report from anywhere in the admin with Ctrl + K (⌘ K on a Mac) and typing part of its name.

Step by step

1. Open Reports from the sidebar.
2. Type what you want to know into the search box, or pick an area chip.
3. Open the report.
4. Choose a period from the dropdown — This month, Last quarter, This financial year, or a custom range.
5. Optionally set a comparison — against the previous period, or the same period last year. Each headline figure then shows its change.
6. Read the numbers, then Download CSV if you need them elsewhere.
7. Open How this is calculated at the bottom to see exactly what was counted.

Field reference

Period presets. Quarters follow your financial year, not the calendar. With the standard Australian year starting 1 July, Q1 is July–September. If you would rather use calendar quarters, that is a setting on your business details.

Comparison. "Previous period" is calendar-aware — February compares to January, not to "the 28 days before February". "Same period last year" shifts back exactly twelve months.

Point-in-time reports. Some reports (a membership snapshot, outstanding balances) describe a moment rather than a span. They use the last day of the period you picked, or today if that day is still in the future — a snapshot never guesses forward.

How this is calculated. Every report states its basis: what was counted, on what footing, in which timezone, and what was left out. Money reports are on a cash basis, dated by when a payment was received, and they exclude abandoned carts and in-flight checkouts.

Tips & FAQ

Why does a report show a number I did not expect? Open "How this is calculated" first. Most surprises come from a definition rather than a fault — "paid up" means the paid-until date is on or after the snapshot date, and members who never paid at all are counted separately from those who lapsed.

Why is a report greyed out? Either it needs a permission you do not hold, it belongs to a higher plan, or its module is switched off. The card says which. A few reports need information ClubHelix does not collect yet, and say so plainly rather than showing an empty screen.

Can I get a report emailed to the committee each month? Yes. Open Reports → Scheduled, pick a pack, choose how often and who receives it. Send times follow your organisation timezone, so 8am means 8am where you are. Scheduling needs the Pro plan.

The chart is empty but the table has rows. Charts only draw when there is something to plot. The table is always the complete answer — treat the chart as an aid.