How to Export Booked and Attendance Data for General Reporting and Funding Audits
How to extract the numbers of customers booked into activities for the year and reference against actual attendance. This is done by activity, and then can be added to a spreadsheet to calculate overall totals for End of Year
- Part 1 - Exporting Booked in Activity Data by Activity
- Part 2 - Extracting Attendance Data
Part 1 - Exporting Booked in Activity Data by Activity
In the event that you need to extract the numbers of booked classes for the year at the end of the year, this help doc will offer you guidance to do this and how best to collate the information.
Firstly set up a spreadsheet with tabs totalling the number of concluded activities you have for the date range needed.
Here is an example:
Exporting the data to add to your spreadsheet
1. Select the Class
2. Navigate to Booked in Tab
Select Period of Time - ie " Entire duration of Activity"
Select all booked in names
Select Orange + more button
From the selection choose, Export to CSV
3. Select the information you want or need to export only, or you can leave them all checked and just remove or hide the columns from your spreadsheet.
4. Once your spreadsheet has loaded, open up the book, click the half triangle to the left corner to copy the entire sheet, then past this sheet into your new spreadsheet you created at the beginning.
This will provide you with the total number of unique customers booked for the entire duration for that activity.
Repeat this for all of your concluded activities, entering them into your chosen tabs, then your last tab on the spreadsheet can record the totals of each book to obtain your final numbers of booked in customers.
You can add the total number of children into a total column do the same actions from the attendance tab to gather actual attended numbers.
Part 2 - Extracting Attendance Data
This method will show you a breakdown of each day numbers booked and numbers attended but without the child details or any other data.
You can use both methods in conjunction with one another to see these numbers along with who actually attended these days.
As you can see below, the spread sheet will itemise by day numbers booked and numbers attended but it minus the customer data.
Both methods can be used in conjunction with one another to ascertain all the detail you may need.