Open Reports
From the left sidebar, go to Finance & Admin.
Click Reports.
The Reports page opens with the report builder.
The report builder is divided into four tabs:
Data Source
Columns
Filters
Options
Select a Data Source
On the Data Source tab, choose the dataset you want to report on.
Each data source appears as a card with a short description and the number of available fields.
Available data sources shown include:
Staff
Staff profiles including position, branch, employment type, and contact details.Shifts
Roster shifts including times, status, roles, sites, and staff assignments.Shift Logs
Shift log entries including action, details, staff, site, and shift timing.Leave
Leave requests including type, status, dates, and staff details.Participants
Participant records including site, NDIS details, and contacts.Sites
Site locations including address, program, manager, and participant counts.Compliance
Staff certificate and compliance records including expiry tracking.NDIS Invoicing
NDIS claims, interactions, and service items for billing and revenue analysis.Receivables (Ageing)
One row per claim with outstanding balance, days outstanding, and ageing bucket.NDIS Plans
One row per plan with budget, spent, utilisation, and burn-rate projections.
Select the required data source, then click Continue.
You can also click Run Now to run the report using the current selections.
Choose Columns
Open the Columns tab.
Use this step to choose which fields appear in the report output.
You can:
Tick or untick individual fields
Use Search fields... to find a field
Click All to view all available fields
Click Defaults to use the default field selection
The page also shows how many fields are selected.
A field type legend may appear to help identify the type of data each field contains, such as:
Text
Number
Date
Date & Time
Time
Yes / No
After choosing the fields, click Continue.
You can also click Run Now to preview the report before completing all steps.
Add Filters
Open the Filters tab.
Filters are optional. Use them when you want to narrow the report results.
Each filter row includes:
A field selector
A condition, such as Equals
A value field
You can click + Add condition to add another filter.
You can click + OR condition to add an alternative condition.
The page shows how many filters are active, for example 1 active.
After adding filters, click Continue.
If you do not need filters, click Continue without adding any conditions.
Configure Options
Open the Options tab.
Options are optional. Use this step to configure sorting and grouping.
In Sort order, choose how the report should be sorted.
In Group by, select one or more fields to group results.
Examples of group by fields shown include:
Full Name
First Name
Last Name
Email
Position
Branch
Employment Type
Active
When grouping is used, rows with matching group values are combined.
Numeric columns may be summed automatically.
When you are ready, click Run Report.
Review the Report Results
After the report runs, the results appear below the report builder.
The results area may include:
Table view
Chart view
Search all results...
Columns control
Export option
Use Table to review report rows in a grid.
Use Chart if you want to view the results visually.
Use Search all results... to search within the generated report.
Use Columns to adjust visible result columns.
Use Export to download the report if needed.
Important Notes
Reports use a four-step workflow.
The available data sources depend on your permissions.
The selected Data Source controls which fields are available.
The Columns step controls what appears in the report output.
Filters are optional.
Options are optional.
Run Now can be used before completing all steps.
Run Report is used from the Options step.
Grouped reports may show summarised results instead of individual rows.
Export options appear after the report has been run.
Troubleshooting
If you cannot see Reports:
Check that Reports is available in your sidebar.
Ask an administrator to confirm your access.
Refresh the page and try again.
If you cannot see a data source:
Your role may not have permission to access that dataset.
Ask an administrator to review your permissions.
Choose another available data source.
If the report does not run:
Make sure a Data Source is selected.
Check that at least one column is selected.
Review any filters for missing values.
Refresh the page and try again.
If the results look incorrect:
Confirm the correct Data Source was selected.
Review the selected Columns.
Check whether any Filters are narrowing the results.
Review the Group by settings.
If a field is missing:
Use Search fields... on the Columns tab.
Click All to view all available fields.
Confirm the selected data source includes that field.
Ask an administrator to check your permissions.
If export is unavailable:
Run the report first.
Check whether you have permission to export reports.
Refresh the page and try again.