Reporting on Trips

This guide will explain the possible reports you could create when using our custom report writer to create a report using the report focus of Trips.

Trips Specific Report Fields

• Description
• Accounting Code (trips)
• End date/time (trips)
• Free?
• Max Participants
• Name (trips)
• Number of Trip Participants
• Requires Consent (trips)
• Staff (trips)
• Start date/time (trips)
• Take Attendance? (trips)
• Trip dates(s)

Permissions

Access to data in the Custom Report Writer is based on a user's permissions. This means you are able to regulate what data they can see in order to safeguard your students and staff. Certain types of data may be restricted for some staff members without the correct permissions. For example, if you are unable to view Academic Notes on any student profiles, you won't be able to see it on the Custom Report Writer. 

You can view the permissions needed to report on each thing in Arbor by going to School > Users & Security > Access Control > Permissions. 

If you need to give someone permission to create reports or report on certain items, you can follow these instructions.

Top Tip: You may find it easier to click 'Skip setup wizard' after choosing your report focus and title to head straight to the main Edit screen. 

Adding a Filter

If you would like to filter your report to look for specific trip details you can do so by scrolling down to the Filters section.

From the drop down, select the filter that you are interested in. For example, if you would like your report to only show free trips, you could choose the Free? filter.

Select Free? from the drop-down, and then click the green Add filter button on the right-hand side.

Then you can set your filter parameters. For example, if you select Yes you will see all free trips

Adding a Grouping

If you would like to sort the data into groups, you can do this by adding a grouping to the report. 

Please be aware that when adding a grouping you may loose some of the contextual information and end up with just the number of items. 

For example, if you add a grouping of Max Participants to the report, you will see how many trips have certain maximum participant numbers, but you would no longer see the detail of the trips, such as Description, Trip Date, etc

You can see which data will no longer be displayed in the Report Columns section as it adds (Hidden - does not support groupings) after the column name.

To add a grouping, scroll down to Groupings. From the drop-down, select the grouping that you are interested in, for example, Name. Then click on the green Add grouping  button.

Set the parameters if required and then click Save.

Adding a Collation

Collating a report allows you to collect results into different sections. This means when you download the report, you can choose how rows are grouped. 

For example, if your report is a list of all trips in your school, but you want them to appear on separate pages depending on the Staff that is running the trip when you print or download the report, you add a collation to do this. 

Collations are not compatible with groupings, so if you added a grouping, you will see a message stating "Sorry - you can't add a collation to this report, as your report is already grouped." you would need to delete your grouping using the bin icon. 

To add a collation, scroll down to Collations and then choose the relevant option from the drop-down menu, for example, Staff.

Click the green Add collation button. Set the date range in the slide-over and then click Save.

Once you are happy with your report, you can click on the green Save & View Report button. 

All Available Report Fields for Trip Reports

To see a matrix of all available report fields and which report types they can be used with, please take a look at this article: What report fields can I use with each report type in the custom report writer?

• Accounting Code (Trips)
• Description (Trips)
• End Date/Time (Trips)
• Free? (Trips)
• Location (Trips)
• Max Participants (Trips)
• Name (Trips)
• Number of Trip Participants
• Requires Consent? (Trips)
• Staff (Trips)
• Start Date/Time (Trips)
• Take Attendance? (Trips)
• Trip Date(s)