Getting Help

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. Every report available at the district and council levels is accessible here, plus several state-exclusive reports including Usage, Board Member Export, and Membership Detail. 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. Filtering options let you narrow results — many reports support term, document template, and unit status filters, while a few use their own filters suited to the data they show.

How to Run a Report

  1. Navigate to Reports from the state-level sidebar.
  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: Select the academic year or term to report on
    • Document Template: Filter by specific document types (e.g., financial reports, insurance forms)
    • Unit Status: Focus on active, inactive, or specific status categories
  4. Review the report results on screen.
  5. If the report offers a download, click the Export button to save it as a spreadsheet.

Reports You Can Run

  • Compliance Report: See which entities have submitted required documents and which are outstanding
  • Contact Report: View contact information for board members and administrators across the state
  • Membership Report: Track membership numbers across all entities
  • Membership Detail (state-exclusive): Drill into individual membership records across the entire state
  • Past Due Activities: Identify overdue tasks and submissions that need follow-up
  • Bounced Emails: Find email addresses that are failing delivery so you can update contact info
  • Bylaw Submission: Track which entities have submitted their bylaws
  • Registry Report: View entity registration details and status
  • Expired Team Invitations: Find pending invitations that have expired without being accepted
  • Usage Report (state-exclusive): See platform adoption and activity metrics across the state
  • Board Member Export (state-exclusive): Export board member data across the state hierarchy

A Few Reports Work a Little Differently

Usage Report

The Usage Report is meant to be read on screen. It shows a simple table of activity counts — units, councils, districts, board members, documents, and permission invitations — for the term you select. 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.

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:

  • Districts
  • Councils & Units

Each section shows a Last downloaded date (or “Never” if you have not 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 tied to a term, and you can download it as either a CSV or XLSX file.

Tips

  • Run the Compliance Report at the start of each quarter to proactively identify entities that are falling behind on required submissions.
  • 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 reports to XLSX before board meetings so you have printed or sharable copies ready.
  • The Usage Report helps you identify entities that may need training or onboarding support based on low platform activity.

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