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Reports

Run comprehensive reports across the entire state PTA organization, including export, date-range, and incremental report types

Overview

State-level reports provide the most comprehensive view of your PTA organization. Reports aggregate data across all districts, councils, and units, giving you the full picture for compliance monitoring, membership tracking, and organizational health.

Most reports can be exported to XLSX (a spreadsheet file) for offline analysis, board presentations, or record-keeping. The Contact Report can also be exported as a print-ready PDF. Filtering options let you narrow results — many reports support term, district, council, and status filters, while a few use their own filters suited to the data they show.

You’ll find Reports in the navigation bar under your state PTA’s name.

How to Run a Report

  1. Open Reports from the state-level navigation.
  2. Browse the available reports and select the one you need.
  3. Apply filters to narrow the report scope. Filters vary by report, but commonly include:
    • Term — the school year or fiscal year to report on
    • District and Council — narrow to part of the state
    • Status — active, inactive, or a specific status
    • Document Type — on reports that key off a submitted document
  4. Review the report results on screen.
  5. If the report offers a download, click the export button to save it — most reports offer XLSX, and the Contact Report also offers PDF.

Reports You Can Run

  • Board Member Export (state only) — an incremental export of board member data across the state hierarchy.
  • Bounced Emails Report — email addresses that are failing delivery, so you can update contact info.
  • Bylaw Approval Report — bylaw approval dates across your organizations.
  • Compliance Report — a scorecard showing which organizations have their key positions filled, a healthy board, their financial report submitted, and current bylaws.
  • Contact Report — contact information for board members across the state, exported as a spreadsheet or a print-ready PDF.
  • Expired Team Invitations Report — invitations that expired without being accepted.
  • Government Filing Compliance Report — organizations flagged on the state Attorney General’s registry, alongside their IRS tax filing status. (This was previously called the Registry Report.)
  • Membership Report — year-over-year membership counts.
  • Membership Detail Report (state only) — FutureFund membership transfer detail for a date range.
  • Membership by Source Report — for each unit, how many memberships were sold electronically through FutureFund versus added by hand.
  • Past Due Activities Report — overdue tasks and submissions that need follow-up.
  • Usage Report (state only) — platform adoption and activity metrics across the state.

Almost every report available to your districts and councils is here too, with one exception: the Missing Document Report is a district- and council-level report and does not appear at the state level.

The Compliance Report

The Compliance Report shows one row per district, with a percentage in each of six columns, in this order:

  • President, Secretary, Treasurer — the share of units with someone filling that position for the selected term.
  • Board Health — the share of units with no board member warnings: nobody’s missing a required position, nobody’s holding two required positions at once, and nobody’s serving past a term limit. Higher is better — 100% means a clean board across every unit on that row. A filled position doesn’t always mean a healthy one, which is exactly what this column catches.
  • AFR — the share of units that filed an Annual Financial Report for the previous term.
  • Bylaws — the share of units whose bylaws are still current under your state’s renewal cycle.

Every district name is a link. Click one and you land on that district’s Compliance Report, scored the same way across its councils — and from there, clicking a council opens the council’s report across its units, and clicking a unit opens that unit’s board roster. Your term selection travels with you the whole way, so you can follow a weak number from a statewide view down to the single roster that explains it.

Warning triangles at the council level

At the council level, where each row is a single unit, look for a small yellow warning triangle next to the President, Secretary, or Treasurer percentage. It appears whenever that specific position has a board warning — even if it’s showing 100% filled. For example, one person might be serving as both President and Secretary, or an officer might have stayed on past a term limit. Hover the triangle for a quick explanation, or click through to the unit’s board roster to see exactly what’s flagged.

A Few Reports Work a Little Differently

Contact Report

The Contact Report is a direct export — pick your options, then export. At the state level you can choose:

  • Term — a specific term, or blank for all terms.
  • District — all districts, or one in particular.
  • Positions — which board positions to include. The required positions are pre-selected.
  • Organization types — Units, Councils, and Districts (all three are included by default).
  • Fields — Name, Position, Phone, Email, Full Address.

It’s the one report with a PDF option: the PDF groups results by organization, with a bold header row per unit, council, or district (showing its FEIN, ID, and name) followed by its board members, mirroring the classic printed Officer/Board Member Contact Report. Only the fields you select appear as columns.

Usage Report

The Usage Report is meant to be read on screen. It shows a simple table of counts for the term you select:

  • Units, Councils, and Districts in available status
  • Board members and documents across the hierarchy
  • Permission invitations sent, and how many of those were accepted
  • Messages sent
  • Memberships recorded

This report does not offer a download button, so plan to view it in FutureFund Connect rather than export it.

Membership Detail

The Membership Detail report uses a date range instead of term, template, or status filters. Choose a From and To date to see membership records created in that window. When you first open it, it defaults to about the last 30 days (from 30 days ago through today). Once your results appear, you can use the Export button to download them as a spreadsheet.

Membership by Source

This report splits each unit’s members into two columns: Electronic (memberships sold through FutureFund, whose dues have already been remitted to you) and Manual (memberships added by hand, whose dues still come to you through your districts), plus a Total. Each unit row shows its council and district, and a totals row sums the state.

Choose a Start Date and End Date to scope the report, then use Export to download it. This is the report to reach for when your membership totals and your bank deposits don’t seem to agree.

Board Member Export

The Board Member Export is built for incremental exports, so you only pull what has changed since you last downloaded. It is split into two sections:

  • Download Districts — district board members.
  • Download Councils and Units — council and unit board members, limited to Presidents and Treasurers.

Each section shows a Last Downloaded date (or “Never” if you haven’t downloaded it yet). When you export, FutureFund Connect includes only board members updated since that last download and then updates the timestamp. This makes it easy to keep an outside list current without re-exporting everyone every time.

The report is always tied to a specific term (pick it at the top of the page — there’s no “all terms” option), the two sections track their download timestamps separately and per term, and you can download either section as CSV or XLSX.

How Exports Work

The Contact Report and the Directory exports generate in the background. After you click Export, a small progress window tracks the job so you can keep working elsewhere in Connect. When the file is ready it opens automatically. If a large export takes more than a few seconds, Connect emails you a link when it’s finished.

Tips

  • Run the Compliance Report at the start of each quarter to proactively identify districts that are falling behind, then click through to find the specific units.
  • Use the Bounced Emails Report regularly to maintain clean contact data — outdated email addresses mean missed communications.
  • The Board Member Export is especially useful at the start of a new term to verify that all units have updated their board rosters. Because it is incremental, you can run it again later to grab just the changes.
  • Export the Contact Report as a PDF before board meetings — it’s ready to print and hand out without any formatting.
  • The Usage Report helps you identify entities that may need training or onboarding support based on low platform activity.
  • Reach for Membership by Source whenever a district’s remittance doesn’t match what you expected — it separates the dues you’ve already been paid from the ones still owed.

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