There are two places in EZVolunteer where you can run reports.
The first is from your Volunteer List page, where you can select individual volunteers and using the Action menu, select the ‘Report - Email/Phone (XLS)’ option. This will generate an Excel spreadsheet as output with the Email, Phone and other contact data on the selected volunteers’ record.
The second is by using the REPORTS Function, which is accessed from the page header of your admin console. Start by hovering on the Reports icon and under EZVolunteer choose the type of report you want to run
Volunteer Reports
There are a variety of Volunteer reports you can run. These are referred to as Report Layouts. In addition you can filter your volunteer list to report on just those volunteers you want.
Layouts for Volunteer Reports include -
Mailing - This will generate a report with the name and mailing address details of your volunteers. This is the best layout to choose if you will be doing a mail merge letter and want to include an inside address.
Phone/Email - This generates a report with the phone and email contact details, along with the volunteers background status *This is the most inclusive report layout, so you will get the most data about the volunteer here.
Avery 5160 and 5164 - These two layout format your volunteer report for printing on this Avery label stock. If you choose one of these layouts you should choose Export to PDF for your Output Option.
Missing Information - This generates a report with information that is missing on the volunteer’s record. This layout is most useful if you imported volunteers into EZVolunteer and may need to ‘fill in the blanks’.
Name Tags - This allows you to create a report of Name Badges for your volunteers. This layout is useful if you need to apply specific filtering to your volunteers that cannot be done from your Volunteer List page.
Exchange File - Choose this layout if you need to import your volunteers into another system for sending newsletters or tracking.
Volunteer Count - This will show the summary of volunteers by affiliation at your school(s).
After choosing a layout for your volunteer report you can filter using the following parameters -
Volunteer Status - Choose between New Registered, No Hours and Active, Hours In DB or Both. This will limit your report to volunteers with or without hours. The default is Both.
Active/Deleted/Both - Use this option if you need to see a report of volunteers who were flagged for deletion. (Note: We purge DELETED Volunteer records once a year during the summer.)
Schools - As a district administrator you can choose one or multiple schools. As a school volunteer coordinator you can report only on volunteers at your school.
Date Registered - Use this to filter your report to only volunteers who registered between specific dates. Leaving these blank will filter for all registration dates.
Background Status (IMPORTANT) - Filter your volunteers by their background status. By default we use ALL statuses. You probably will want to filter to OK - Basic, which means the volunteer has gone through initial background screen and come back approved.
Affiliation - Choose any Affiliation or set of affiliations on a volunteer’s record. By default we don’t filter by this parameter, so all affiliations are included.
Opportunity Type -Choose any Opportunity type the volunteer may have signed up for. By default we don’t filter by the parameter, so all opportunity types are included.
Search - Use this Button to search manually, by name for volunteers you want in your report.
Organization Name - If a volunteer chose ‘Community or Business Partner’ as an affiliation you can filter your report by the partner’s organization name. You will need to type it exactly as it was entered by the volunteer, unless you are using our EZPartner system, in which case this will appear as a drop down menu with all registered partners.
Student Affiliation - If your volunteer chose ‘Student’ as an affiliation you can filter your report further by the school they attend.
Group Subscribers - If you are using the Newsgroup feature of EZVolunteer to allow your volunteers to subscribe to school specific events or topics you can filter those volunteers who subscribed to one or more newsgroup.
*The report parameter page works from the top down. Just select the items that you want to adjust and you can leave the rest.
You have several Output Options for your report. You can View HTML, which displays on your browser; Generate PDF to print out the report; Export Excel to create a XLS for further processing or CSV/Word Merge to generate a file for merging with MS-Word.
*You will have the opportunity to Generate a PDF or Export to Excel, even after choosing the View HTML. Selecting that option first is a good way to see that you have gathered the correct report data first.