Reports & Data Exports

Overview

PurposeTech has three kinds of reporting: Reports in the admin portal (shift fill, volunteer numbers, rostering problems, site results and marketing sources), downloads from the Volunteers table, and roster exports for coordinators.

Reports sit under Reports in the admin portal, in four tabs: Overview, Anomalies, Post Campaign and UTM Report. They are for admins. Coordinators work from the roster.

If you have renamed region, area, site or shift for your campaign, the reports use your names.

Overview tab

The top of the page has summary cards. Click one to open a panel with the detail.

Shifts, sites and areas hidden from the public website are left out of these numbers.

Below the cards:

• Campaign comparison – cumulative filled places over time, with each earlier campaign drawn on the same chart and lined up by days before its first event. Useful for asking whether this year is ahead of last year
• Site coverage map – one circle per site that has a map location. Colour shows how full the site is and size shows how many places it has. Click a circle to open the site
• Filled shifts – a chart of filled against open places
• Shifts activity – places added, cancelled and moved over time. A Series control adds lines for who made the booking: the volunteer, a friend they added, a coordinator or an admin
• Shifts breakdown by date – for each day, the confirmed, held and coordinator places, the total filled, what remains and the total
• Filled shifts by area – fill rate for every area, with a coverage bar. Search by area or site name, filter by region, and expand an area to see its sites. Click a site to open it

Using the reports for recruitment

The by-area table and the coverage map show where to put your effort.

1. Find the gaps – sort the by-area table by fill and look for areas with the lowest coverage
2. Target outreach – share the campaign link with community groups, businesses and social channels near those sites
3. Adjust capacity – if shifts at a site stay empty, consider lowering the number of volunteers wanted or merging time slots
4. Check the pace – compare this campaign's line against earlier campaigns on the comparison chart

For shift setup, see Shift Booking.

Anomalies tab

Anomalies lists four rostering problems. Each is a card with a count, and clicking it shows the shifts behind it.

It is about shifts and coordinators. It does not measure sign-up quality or volunteer behaviour.

Post Campaign tab

Post Campaign compares how each site performed once the event is over: efficiency, geography and year-over-year results. It works from collection totals that you import with Import Collection Data (a spreadsheet with a site name column, matched to your sites). Click a site to open its details on the Collection tab, where the totals can be corrected.

This is for organisers who collect money or goods on site, such as a street appeal. PurposeTech does not take payments or run fundraising pages. It records the totals you give it.

UTM Report: where volunteers came from

The UTM Report is titled Campaign attribution on the page. It shows which marketing brought volunteers to your sign-up pages, using the UTM tags on the links they clicked.

How it works

1. You add UTM parameters to the links you share in emails, ads, social posts or QR codes
2. A volunteer clicks the link and lands on your campaign site
3. PurposeTech remembers the tags while they browse, even if they click through several pages first
4. The tags are saved to their campaign record when they sign in and reach Your Shifts

If a volunteer comes back through a different tagged link, the newest tags replace the earlier ones on their record.

Example links (replace the address with your own campaign site):

https://your-campaign-site/?utm_source=meta&utm_medium=cpc&utm_campaign=street_appeal2026_signup&utm_content=lookalikes_ad2
https://your-campaign-site/?utm_source=campaignmonitor&utm_medium=email&utm_campaign=street_appeal2026_reminder

Reading the report

• Break down by – regroup the whole page by Channel, Source, Medium, Campaign, Content or Term. Channel is the default. It rolls source and medium up into Email, Paid social, Own website and Other, so one ad bought under three spellings reads as one channel
• Left rail – lists every value in the breakdown. Tick values to plot them as lines on the trend chart. The top three are ticked when the page opens
• Trend chart – switch between Weekly and Daily (daily shows the last 30 days of the range)
• Summary cards – sign-ups selected, share of tagged sign-ups, distinct raw utm_source spellings and the peak week or day
• Every tagged link – a table of the individual tag combinations and their sign-ups
• Date range – narrow the report to a period
• Tagged sign-ups – shows how many sign-ups in the range arrived with tags at all. Expect a small share, because typed addresses, untagged QR codes and people coming back through the volunteer portal carry no tags

The report counts sign-ups to the campaign. It does not attribute shift bookings to a source. Numeric IDs that Campaign Monitor and Meta add automatically are shown as "Unnamed".

Export CSV downloads one row per sign-up with the volunteer ID, date and the five UTM fields.

Where else the data goes

• Salesforce – if sync is connected, the UTM values go to UTM Source, Medium, Campaign, Term and Content fields on the contact. See Salesforce Integration
• The Volunteers table's Download CSV does not include UTM columns. Use the UTM Report export

Email delivery

Email History in the admin portal lists the emails PurposeTech has sent, with a status for each: Processed, Sent, Delivered, Opened, Bounced or Spam Complaint. Filter by status to find bounces, for example when a volunteer says they never received their confirmation. There are no open or click rates by template.

Volunteer downloads

The Volunteers table has Download CSV, for the volunteers matching your search and filters or only the rows you ticked. The columns are Email, First Name, Last Name, Phone Number, Role, Areas, Sites (coordinator), Sites (contact) and Tags. PurposeTech asks you to re-verify your identity before it downloads. See Bulk Operations & Import.

Roster exports

From the roster, coordinators can export data for offline use. The buttons sit in the roster header:

Exports cover the site currently selected on the roster, so a coordinator only gets the sites assigned to them.

The PDF heading currently reads "[your organisation] Street Appeal Roster" followed by the date, and the footer reads "Any questions? Call the [your organisation] Street Appeal team". If your event is not a street appeal, check these lines before printing.

If a consent form has been uploaded for the site, a Download consent form button appears beside the export buttons. When there is more than one, the button opens a list.

The roster shows who is booked, not who arrived. On-the-day check-in is on the roadmap, so use the exports as sign-in sheets for now.

Next steps

• Shift Booking – shift configuration and the booking flow
• Volunteer Management – the full volunteer lifecycle
• Roster Management – day-of coordination at each site
• Bulk Operations & Import – bulk actions and CSV import