Reporting on Volunteer Impact

CERVIS makes it easy to report not only on the hours your volunteers serve on behalf of your organization, but also on the different ways that they impact your organization. Once you have Impact Tracking Items created and being tracked on opportunities, as described in the article HERE, you can report on and view that information in a few different ways.

Detailed Reporting: Custom Participation Report

For most of your reporting needs, you’ll want to utilize the Custom Participation Report because it will allow for the most detailed information about your volunteers and opportunities, and it allows you to report on multiple impact items at once. This report is based on a date range, so you’ll want to be sure to set the date range at the top of the page to include the dates you wish to report on. 

Follow the steps below to run a report on all volunteers/events within the date range: 

1. Login to your CERVIS account.
2. Click on the Report Management link under the "Volunteer Management" section of the Main Dashboard.
3. Enter the desired report date range at the top of the Report Management screen.
4. In the first report option, the Custom Participation Report, ensure the “Detail” level is set to ‘High’.
5. Set the “Group By” field to either ‘Volunteer’ or ‘Event’ depending how you would like your data sorted.
6. Select the items in the "Report Field Selection" box that you would like to include in your report.
   • Be sure to include the Opportunity Impact item(s) you want included from the Opportunity Field Selection Options section, which is located near the bottom.
7. Click the Run Report button.

If you would like to report on a specific subset of volunteers or opportunities, you can perform a search prior to running this report and use that search as the starting query for this report. For more details on how this works, review the short tutorial video linked HERE.

Snapshot Reporting: Event/Project Participation Report

To quickly download a report that will show impact information, you can use the Event/Project Participation Report, which is the second report in the Report Management Dashboard. This report will give you a snapshot of the event information for all of the opportunities that are tracking the selected Impact Item within the date range at the top of the page or just a specific opportunity.

Follow the steps below to run a report on the opportunities that are tracking a particular Impact Item:

1. Login to your CERVIS account.
2. Click on the Report Management link under the "Volunteer Management" section of the Main Dashboard.
3. Enter the desired report date range at the top of the Report Management screen.
4. Select the desired report format (Document or Spreadsheet) at the top of the Report Management screen. 
5. Scroll down to the Event/Project Participation Report.
6. Leave the “Event Name (Keyword)” field blank if you would like to report on all events within the date range, or enter the name of an opportunity to only include that specific event or service project in the report.
7. Set the first “Detail” selection list field to ‘High’ to include information about each volunteer’s impact, or ‘Low’ to just include a total for each opportunity. 
8. Set the second “Detail” selection list field to the Impact Item you would like to report on. 
9. Click the Run Report button. 

View and Print Volunteer Summary: Impact Items

As an administrator, you can print a volunteer summary by following the steps below:

1. Login to your CERVIS account.
2. Click on the Search / Manage Volunteer Database link under the "Volunteer Management" section of the Main Dashboard.
3. Search for the volunteer for whom you want to view or print a summary.
4. Click on the Register for an Event button to the left of their name.
5. Next to “Display activity between these dates” enter the date range for activity that you would like to print a report.
6. Select your Impact Item from the Displayed Activity Metric Dropdown. By default the metric displayed will be Registrations / Hours.
7. Select all of the activity within that date range by clicking on the checkbox in the heading. Or select individual records by using the checkboxes next to each activity.
8. Click either the Print Summary (Adobe PDF) or Print Summary (MS Word) button, depending on the desired report format. The download will begin immediately.

Volunteers can print their summary by following the written steps below:

1. Login to your CERVIS volunteer portal.
2. From your Volunteer Portal Home click View or Print Volunteer Activity History near the bottom of the page, under the Report Management section.
3. If your account is linked with any family members, you must select the name of the person whom you would like to report on then click the View Activity for Selected Volunteer button.
4. This screen will display all activity one year prior to the current day and one year after the current day by default. If you need to change this, adjust the date range near the top of the page and click the Filter History button.
5. Select your Impact Item from the Displayed Activity Metric Dropdown. By default the metric displayed will be Registrations / Hours.
6. Select all visible activities using the checkbox in the “Registration Information” heading or choose just certain activities using the individual checkboxes next to them.
7. Click either the Print Report or Email Report button at the bottom of the page. The download will begin immediately, and if the email option was chosen the report will be emailed to the email address on the volunteer’s profile.