Reports & Exports

Custom Report Builder

Create, save, and schedule custom tabular reports across all portal data

reports custom export csv excel pdf schedule builder

Overview

The Custom Report Builder allows you to create personalised tabular reports from any data in the portal. Select specific fields, configure formatting, save reports for reuse, and schedule automatic execution.

Access: The Report Builder is available to Nursery Managers and Head Office users via the Reporting menu.

Key Features

  • Field Selection - Choose from 50+ fields across Children, Parents, Submissions, Funding Details, and Nurseries
  • Column Configuration - Customise column headings, order, and formatting
  • Parameters - Add runtime parameters like Funding Period or Status filters
  • Multiple Export Formats - Download as CSV, Excel (XLSX), or PDF
  • Save & Reuse - Save report definitions for future use
  • Scheduling - Schedule reports to run automatically (daily, weekly, monthly, or per funding period)
  • History - Access previous report runs and download past exports

Creating a Report

  1. Navigate to Reports > Custom Reports
  2. Click '+ New Report'
  3. Step 1 - Basic Information: Enter report name, description, category, and select the base entity (Submissions, Children, or Parents)
  4. Step 2 - Field Selection: Use the dual-pane selector to add fields. Available fields are grouped by category (Child, Parent, Submission, etc.). Drag fields to reorder.
  5. Step 3 - Column Configuration: Customise each column's heading, sort order, and format (date formats, number formats, etc.)
  6. Step 4 - Parameters & Filters: Add runtime parameters (e.g., Funding Period selector) and static filters (e.g., only non-archived records)
  7. Click 'Save' to save the report definition

Running a Report

  1. From the report list, click 'Run' on any report
  2. If the report has parameters, you'll be prompted to provide values (e.g., select a Funding Period)
  3. Choose your export format (CSV, Excel, PDF, or All)
  4. Click 'Run Report'
  5. For small reports, the download starts immediately. Larger reports run in the background and you'll be notified when ready.

Format Options

Date Formats

  • DD/MM/YYYY - UK format (25/12/2024)
  • YYYY/MM/DD - ISO format (2024/12/25)
  • DD/MM/YY - Short UK format (25/12/24)
  • DD/MM/YYYY HH:mm - With time (25/12/2024 14:30)

Number Formats

  • Integer - Whole numbers (1,234)
  • Decimal (1dp) - One decimal place (1,234.5)
  • Decimal (2dp) - Two decimal places (1,234.56)
  • Currency - Pounds sterling (£1,234.56)

Scheduling Reports

Automate report generation by creating schedules. Reports will run automatically at the specified times and produce downloadable files.

Creating a Schedule

  1. Open the report details page and click '+ Add Schedule' in the Schedules section
  2. Enter a schedule name (e.g., 'Weekly Monday Export')
  3. Select frequency:
    • Daily - Runs every day at the specified time
    • Weekly - Runs on a specific day of the week
    • Monthly - Runs on a specific day of the month (select 'Last day' for month-end reports)
  4. Set the run time in 24-hour format (times are in UTC)
  5. Select output formats (Excel, CSV, and/or PDF)
  6. Optionally enable email notifications and enter recipient email addresses
  7. Click 'Create Schedule'

Managing Schedules

  • Enable/Disable - Toggle schedules on or off without deleting them
  • Edit - Modify schedule settings at any time
  • Delete - Remove schedules you no longer need

View upcoming run times and last run status on the report details page.

Report History

View all previous runs for a report:

  1. Click 'History' on any report
  2. See run status (Completed, Failed), row count, duration, and who triggered it
  3. Download any previous export files (retained for 90 days by default)
  4. Failed runs show error messages for troubleshooting

Report Visibility & Sharing

Control who can see and run your reports using visibility settings:

  • Private - Only you (the report owner) can view, run, and edit the report
  • Shared - All Nursery Managers and Head Office users can view and run the report. Only the owner can edit it.
  • Global - All users with reporting access can view and run the report (Head Office only can set this)

Sharing Reports

To share a report with other managers:

  1. Open the report details page
  2. In the Sharing section, click 'Shared' to make it visible to other managers
  3. Other managers will see the report in the 'All Reports' tab

Tip: Use Shared visibility when you want colleagues to benefit from reports you've created. They can run the report but cannot modify your configuration.

Data Access: Reports automatically filter data based on your nursery assignments. You can only see data for nurseries you have access to.

Tips

  • Start with the base entity that matches your primary focus (e.g., Submissions for funding claims, Children for child records)
  • Use the search box in the field selector to quickly find fields
  • Save reports before running to preserve your configuration
  • Clone existing reports to create variations without starting from scratch
  • Use meaningful names and descriptions so others can understand the report's purpose
Last updated: December 12, 2025
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