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.
Marketing source tracking (UTM)
PurposeTech automatically captures UTM parameters when volunteers arrive at your campaign site from marketing links. This lets you measure which channels — email newsletters, social media ads, organic search — are driving volunteer signups.
How it works
- You add UTM parameters to links in your marketing emails, social ads, or any other channel
- Volunteer clicks the link and lands on your campaign site
- PurposeTech captures the UTM data automatically — no configuration needed
- The data is stored against the volunteer's campaign record, even if they browse around before signing up
UTM parameters are preserved across pages using the utmrescue library, so they're not lost if a volunteer navigates away from the landing page before registering.
Supported UTM parameters
| Parameter | Purpose | Example |
|---|---|---|
utm_source | Which platform sent the traffic | meta, campaignmonitor, google |
utm_medium | The marketing medium | cpc, email, social, organic |
utm_campaign | The specific campaign or promotion | street_appeal2026_signup |
utm_term | Paid search keyword (optional) | volunteer+nz |
utm_content | Differentiates similar content or links (optional) | lookalikes_ad2, hero_button |
Example links
Meta/Facebook ad:
https://volunteer.yourorg.org.nz/events?utm_source=meta&utm_medium=cpc&utm_campaign=street_appeal2026_signup&utm_content=lookalikes_ad2
Campaign Monitor email:
https://volunteer.yourorg.org.nz/events?utm_source=campaignmonitor&utm_medium=email&utm_campaign=street_appeal2026_reminder
Instagram bio link:
https://volunteer.yourorg.org.nz/events?utm_source=instagram&utm_medium=social&utm_campaign=street_appeal2026
Be consistent with your naming. Use lowercase, underscores instead of spaces, and agree on source names across your team. For example, always use meta rather than mixing facebook, Meta, and FB.
Where the data goes
UTM data is stored as part of each volunteer's campaign record. It appears in:
- CSV exports — UTM fields are included when exporting volunteer data
- Salesforce — if connected, UTM fields sync to custom fields on the contact record (see Salesforce Integration)
To request a breakdown of signups by marketing source for your campaign, contact support. We can provide reports grouped by source, medium, campaign, and content.
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