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Welcome to our Support Centre

Create custom reports with the AnalyticsHQ Report Builder

Applicable to: Association and Club Administrators
Applicable to: All Sports
Application(s): Admin Portal > Reports

This guide will help you:

  1. Create custom reports for committee meetings, AGMs, and grant applications
  2. Set up automated reports that email key information to the right people
  3. Use AI to quickly answer questions about your organisation's data
  4. Build visual charts and summaries without needing spreadsheet skills

Related articles:

The Report Builder in AnalyticsHQ allows you to create custom reports from your organisation's data without needing spreadsheet expertise. You can start with pre-built templates, build your own customised reports manually, or use AI assistance to create these.

💡 Tip: Data refreshes approximately every 2 hours. Remember to click "Apply" after making filter changes to see updated results.

Getting Started with Reports

The Report Builder gives you full control over your organisation's reporting. Whether you need a quick answer to a question or a detailed report for your committee, you can create exactly what you need from within PlayHQ.mceclip35.png

Quick Start

  1. Login to the Admin Portal.
  2. Navigate to the Reports tab in the left-hand menu.
  3. Select a pre-built report from the list, or click New Report.
  4. Choose a data set you're interested in (e.g. Transactions, Fixtures, Registrations).
  5. Customise your view using filters, columns, or summaries.
  6. Click Save and give your report a descriptive name for future use.

Pre-built vs Custom

Pre-built reports: Start with templates for common tasks like viewing member lists, financial summaries, or fixture schedules.

Custom reports: Build from scratch when you need specific information that's unique to your organisation's needs.

💡 Tip: Start with a pre-built report and modify it - it's often faster than building from scratch.

AI Assistant

Not sure how to build what you need? Just ask Report AI questions like you're talking to a person.

Example: "Show me all games in the next 7 days" or "How much registration revenue did we get this month?"

AI will create the report structure, apply appropriate filters, and suggest chart types automatically.

🛠️Customising Your Reports

Once you have your basic report, you can customise it to show exactly the information you need in the right format.

Organising Columns

Reorder columns: Drag and drop columns to arrange them in logical order for your audience.

Show/hide columns: Use the Columns list (right-hand panel) to see each data point available. Check or uncheck columns to control which ones appear in your report.

Sort data: Click column headers to sort by date, name, amount, or any other field.

💡 Tip: Put the most important information in the first few columns since that's what people notice first.

Filtering Data

Filter on columns: Click the three dots (⋯) on any column header and select "Filter".

Filter from the menu: Use the Filter button and type the field name you want to filter by.

Common filters: Date ranges, specific competition or program name, venue name, age groups, or registration status.

💡 Tip: Save different versions of the same report with different filters for different audiences.

Creating Pivot Tables & Charts

Want to summarise and visualise your data? You can build pivot tables to group and count information -great for understanding trends or spotting outliers.

Create summaries: Build pivot tables to group and count information.

Example: Count of games per venue

  1. Drag the Game ID field into the “Values” section
  2. Drag Venue Name, Playing Surface, or another field into the “Group By” section
  3. Instantly see which venue hosts the most games.

Add charts: Switch from table view to bar charts, line graphs, or pie charts.

Once you’ve created your pivot or aggregate view:

  1. Go to the right-hand panel and find the “Table” dropdown.
  2. Switch from Table to another visual type - like Bar Chart, Line Graph, or Pie Chart.
  3. You can toggle easily between views to find what works best for your report.

⚠️ Too technical? Let Report AI handle it!
Report Builder AI will automatically generate a suggested chart when you ask it a question, and you can easily switch to another visual if needed.

💡 Tip: Charts are great for presentations, while tables are better for detailed analysis.

🤖Report Builder AI

Let AI do the heavy lifting by asking questions as you would when having a general conversation, and Report AI will answer based on your data! Perfect for busy volunteers who need fast insights without learning technical report building.

Simply select ‘Report AI’ button top right or open a new view to get started.

Example prompts you can ask the AnalyticsHQ Report AI assistant:

  • "Can you show me everyone who registered in the last 30 days?"
  • "How many games does each venue host this season?"
  • "What's our revenue breakdown by competition type?"
  • "Which teams have the most cancelled games?"

AI will automatically create the right table or chart, apply appropriate filters, and suggest visualisations. You can then modify the report or save it for future use.

📧Automated Scheduled Email Reports

Set up reports that automatically email the right information to the right people at the right time, reducing your administrative workload.

Useful automated reports:

  • Weekly fixture schedule → Venue manager every Monday and Friday
  • Monthly financial summary → Treasurer on the 1st of each month
  • New registrations list → Registrar every Friday
  • Team allocation updates → Coaches and Team Managers throughout pre-season

Setting up scheduled reports:

  1. Create and save your custom report
  2. Open the report and click Schedule
  3. Choose frequency (weekly, monthly) and timing
  4. Enter email addresses of recipients
  5. Save - your report will now send automatically

Smart Tip for Scheduled Reports

Use pre-set date ranges like "This Week" or "This Month" instead of specific dates. This ensures recipients always get current data, not the same old information every time.

Common Report Scenarios

Grant Applications and Funding

Create reports that show your organisation's membership growth, community reach, and impact to support funding applications.

Insights that may be beneficial:

  • Membership growth over 3-5 years showing increasing community engagement
  • Geographic spread of members by postcode
  • Youth participation numbers for community development grants
  • Facility usage reports for infrastructure funding applications

Competition Management

Generate reports that help you manage fixture changes, venue allocations, monitor game results entry, or analysing competition balance.

Useful competition reports:

  • Upcoming fixtures with venue and time details for facility coordinators
  • Venue utilisation to optimise scheduling
  • Team performance summaries for fair grading decisions

Frequently asked questions

Can I edit a report after I've saved it?

Yes! Saved reports can be accessed, edited, and duplicated at any time. You can also create variations by duplicating a report and modifying the copy.

How do I share a report with someone who doesn't have admin access?

Export the report as Excel or CSV and email it, or schedule the report to automatically email your nominated address.

The AI didn't create exactly what I wanted - can I fix it?

Absolutely! AI creates a starting point that you can then customise using all the manual tools - add filters, change columns, switch chart types, etc. You can ask follow up questions to the AI assistant. 

How current is the data in my reports?

Data refreshes approximately every 2 hours, so it's very current but will not contain any immediate changes or updates. 

Can I create reports that combine different types of data?

Each report focuses on one data set (like registrations or fixtures), but you can create multiple reports and combine them in your own presentations or documents.