Reports & Data Exports
Reporting views and data exports across shifts, volunteers, and rosters — fulfilment, coverage, volunteer stats, and offline exports.
Overview
PurposeTech provides reporting across three areas: shift performance, volunteer metrics, and roster exports. This page consolidates all reporting features into one reference.
Shift reports
Shift data powers several reporting views in the admin portal:
| Report | What it shows | Why it matters |
|---|---|---|
| Shift fulfilment | X of Y volunteers per shift | Shows coverage vs. plan |
| Coverage gaps | Shifts and locations under-staffed | Where to focus recruitment |
| Regional breakdown | Fulfilment by area/region | Which regions need help |
| Volunteer hours | Shift duration × confirmed volunteers | Impact reporting |
| Status breakdown | Confirmed, waitlisted, cancelled per shift | Quality of your pipeline |
Shifts
Filled Shifts
Shifts Breakdown by Date
| Date | Confirmed Shifts | Held Shifts | Total Filled | Remaining Shifts | Total Shift Slots |
|---|---|---|---|---|---|
| Fri 13 Mar 2026 | 142 (76.3%) | 18 (9.7%) | 160 | 26 (14.0%) | 186 |
| Sat 14 Mar 2026 | 198 (77.3%) | 24 (9.4%) | 222 | 34 (13.3%) | 256 |
| Sun 15 Mar 2026 | 164 (77.4%) | 12 (5.7%) | 176 | 36 (17.0%) | 212 |
Filled Shifts By Area
Area | Total Shifts | Filled Shifts | Percent Filled |
|---|---|---|---|
Auckland Central | 248 | 231 | |
Wellington CBD | 186 | 172 | |
Canterbury | 164 | 121 | |
Waikato | 112 | 98 |
Using reports for recruitment
The coverage report is your most actionable tool:
- Identify under-staffed areas — regions below 70% fulfilment need attention
- Target outreach — share the campaign link with community groups, corporates, and social media in those areas
- Adjust capacity — if some shifts consistently go unfilled, consider reducing desired volunteers or merging time slots
- Monitor trends — check the registration timeline to see if signups are accelerating or plateauing
For shift configuration and structure, see Shift Booking.
Volunteer reports
The admin portal provides several volunteer reporting views:
| Report | What it shows |
|---|---|
| Volunteer count | Total registered, confirmed, waitlisted, cancelled |
| Fulfilment | X of Y volunteers per shift, area, and region |
| Registration timeline | Signup rate over time — useful for knowing when to push recruitment |
| Status breakdown | How many volunteers are in each status |
| Referral stats | How many volunteers came through referrals vs. direct signup |
| Email engagement | Open rates, click rates, and bounces per email template |
| Export | CSV export of any filtered view for custom analysis |
For the full volunteer lifecycle, see Volunteer Management.
Roster exports
From the roster view, coordinators can export data for offline use. Export buttons appear above the grid:
| Format | What you get |
|---|---|
| Formatted roster with site details, dates, time slots, volunteer names, organisations, emails, and phone numbers. Includes your tenant's logo and contact info. Suitable for printing | |
| CSV | Raw data with columns: Date, Location, Collection Site, Location Notes, Time, and volunteer details. Good for sign-in sheets or custom analysis |
Exports are scoped to the currently selected location — coordinators only get data for their own site.
Consent proof
If a consent proof file has been uploaded for the selected site (e.g., a signed agreement from a property owner), a download link appears alongside the export buttons.
Export a PDF before you head to the site. Mobile reception at event sites can be unreliable — a printed roster is a reliable backup.
For roster coordination, see Roster Management.
Next steps
- Shift Booking — shift configuration and the booking flow
- Volunteer Management — the full volunteer lifecycle
- Roster Management — day-of coordination at each location
- Bulk Operations & Import — bulk actions and CSV import