Applicable to: All Administrators
Application(s): Admin Portal > Reports
This article will cover the following:
- Overview
- Generating and downloading a legacy report
- Available legacy reports
- Customising participant reports
- Frequently asked questions
Related articles:
Overview
Legacy reports are pre-built reports in the Admin Portal that give you a fixed set of data about your competitions, programs, finances, orders, discipline and statistics. Each report is downloaded as a CSV file you can open in Excel or Google Sheets.
💡 Tip: Looking for more flexibility? The upgraded PlayHQ Reports let you choose exactly which data you need, combine data across areas, and save reports to reuse. We recommend these for most reporting needs.
Legacy reports are still available for administrators who prefer them. This article lists each report, what it is used for, and how to download it.
Generating and downloading a legacy report
Most legacy reports follow the same steps. Any report that works differently is noted in the tables below.
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Open Reports
Navigate to Reports from the side bar navigation of the Admin Portal.
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Select the report
Select the relevant tab (Competitions, Financial, Orders, Discipline, Programs or Statistics), then select the report you need.
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Choose your filters
Select the filters for the report, such as Competition, Season, Grade or a date range. Available filters depend on the report.
Administrative body administrators (e.g. state or regional level) can also select an Organisation to include data from the organisations beneath them.
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Generate the report
Click Generate. The report is created in the background and a success message appears at the bottom of the page when it is ready.
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Download the report
Go to the Generated Reports tab and click Download next to your report. The report downloads in CSV format.
💡 Tip: Report still generating? Large reports can take a few minutes. If the status hasn't changed after a couple of minutes, refresh the page.
You can now open the CSV file and filter, sort or share the data as needed.
Available legacy reports
Competitions
| Report | What it shows | Notes |
|---|---|---|
| Participants | All participants registered to a competition season, including the teams and grades they are allocated to. Includes active, pending and cancelled registrations. | Filter by competition, season and registration dates. Can be customised (see below). |
| Team Entries | All teams in a season, including team details, allocated grade, team custom fields and primary contacts (team organiser and team managers). | Home venue details are included for Home and Away competitions. |
| Advanced Fixture | Every game fixtured in a competition season, including venue, time, scores, results and where results were entered (e-scoring or manual). | Filter by competition, season, grade and game date range. Includes cricket-specific columns for cricket organisations. |
| Games Played | The number of games each participant has played for their team in a season, including finals eligibility. | Filter by competition and season. |
| Fill-in Participation | All fill-in participants added to games in a season, from the Admin Portal or PlayHQ electronic scoring. | Filter by competition, season and grade. |
| Basic Venue | All games scheduled at a single venue on a selected date. | Opens in a new browser tab instead of the Generated Reports tab. |
| Advanced Venue | All games scheduled across multiple venues over a date range. | Includes games from all organisations in your sport at the selected venues. |
Financial
| Report | What it shows | Notes |
|---|---|---|
| Transaction | Every payment processed through PlayHQ, including registrations, product orders, fees, discounts, vouchers and payout details. Use this for financial reconciliation. | Filter by transaction date or payout date. Up to 12 months of data per report. |
| Payout | Each payout from your organisation's Stripe Connect account to your nominated bank account(s). | Filter by date range. Use the Payout ID to match payouts with transactions. |
| Promotional Vouchers | All promotional vouchers used in a date range, including who used them and the amount applied. | Filter by date range. |
| Government Vouchers | All government vouchers applied against registration fees in your organisation hierarchy. Use this to redeem vouchers on the relevant government portal. | Click Export to CSV to download. Visible to all organisations in the hierarchy. |
Orders
| Report | What it shows | Notes |
|---|---|---|
| Orders | All merchandise and product orders in a date range, including customer, product, quantity and delivery details. Use this for inventory tracking and fulfilment. | Filter by product and date range. Each product appears on its own row, so one order can have multiple rows. |
Discipline
| Report | What it shows | Notes |
|---|---|---|
| Incidents | All game and non-game incidents recorded in PlayHQ. | Available to association administrators. Filter by organisation, competition, season and grade (competition and grade don't apply to non-game incidents). |
| Suspensions | All suspensions recorded in PlayHQ, for both game and non-game incidents. | Available to association administrators. Same filters as the Incidents report. |
Programs
| Report | What it shows | Notes |
|---|---|---|
| Program Participation | All participants registered to a program season, including profile, registration, group and custom field details. Includes active and cancelled registrations. | Filter by program, season(s) and registration dates. Can be customised (see below). |
| Organisations | The clubs and associations involved in a shared program season, whether they have set up their registration form, and how many participants have registered to each. | Available to administrative bodies. |
Statistics
| Report | What it shows | Notes |
|---|---|---|
| Total Career Statistics | Each player's total games played and statistics across their career. Useful for celebrating milestones. | Available to association and club administrators. Run with All Competitions and All Seasons to include more players. |
| Career Statistics by Club | Each player's games played and statistics broken down by club. | Available to association and club administrators. |
Customising participant reports
The Participants (Competitions) and Program Participation (Programs) reports can be customised before you generate them. Select the report, then click Customise to use the following options:
- Hide/show fields – choose which fields or field categories to include
- Advanced filters – filter on any field marked with the filter icon, or click All filters to see every filter in one place
- Unique participants – remove duplicate records and cancelled registrations so each participant appears once
- Multi-season selector – include multiple seasons in one report
- Templating – save your settings as a custom report that anyone at your organisation can reuse
💡 Tip: Still seeing duplicates? A participant who registered in more than one role (e.g. Player and Coach) can still appear more than once with Unique participants turned on. Filter the Role field to remove these.
Frequently asked questions
Which report should I use – a legacy report or the Report Builder?
Use a legacy report if it already has the data you need. If you need different fields, data from several areas combined, or a report you can save and reuse, use the new reporting tools available in PlayHQ.
Why can't I see a report listed in this article?
Some reports are only available to certain organisation types. For example, discipline reports are available to associations, the Program Organisations report to administrative bodies, and statistics reports to associations and clubs.
Why can't I see custom field answers from other organisations?
Reports only include custom fields created by your organisation and its parent organisations. Administrative bodies can't see custom fields that associations or clubs created for their own participants.
How do I match my Transaction Report to my Payout Report?
The Transaction Report shows individual payments, while the Payout Report shows the grouped transfers to your bank account. Use the Payout ID in the Transaction Report to see which payments make up each payout.
How much data can a financial report include?
Transaction reports can include up to 12 months of data. For longer periods, generate multiple smaller reports.
What if my report doesn't generate or download?
Refresh the page and check the Generated Reports tab again. If the problem continues, contact your sport's support team with the report name, the filters you selected and the time you generated it.