Reporting and Analytics
Updated 2 weeks ago
Gratona's Reporting and Analytics suite gives you complete visibility into your organization's donors, gifts, programs, and operational activity.
Reports — build custom data views with the columns, filters, and schedule you need. Run, export, and pin report metrics to the dashboard.
Activity Log — review every action taken on the platform, from sponsor signups to payment failures.
Dashboard Analytics — see donation and sponsorship trends at a glance.
The worksheet view for a saved report.
Reports
Use Reports when you need a repeatable, filterable view of your data — donors, donations, sponsorships, recipients, and events.
Reports Library
Open Reports from the sidebar under Donors & Giving.
The Reports library shows all saved reports with their source module, filter count, estimated row count, and schedule status.
The library has three main areas:
Source rail (left sidebar) — filter the list by module (Donors, Donations, Commitments, etc.) or view All, Starred, or Scheduled reports.
Template banner — start from a reusable template with pre-configured columns and filters.
Report list — shows each report's module icon, name, source line, filter count, estimated row count, and schedule status. Use the star to favourite a report. Use the three-dot menu to edit, duplicate, schedule, or delete.
Switch between List and Table using the toggle in the page header.
Create a Report
Select New report to open the report builder.
The report builder lets you choose a source module, select columns, add filters, and see a live preview.
Source — choose the data module and its scope. Available sources include Donors, Donations, Commitments, Recipients, Files, Events, and Commitment & recipient changes, subject to access. Show as current total displays the latest report result on dashboards without period comparisons; the report remains live.
Templates — apply a pre-built template to quickly set up common columns and filters.
Filters — add filter conditions with field, operator, and value. Multiple filters can be joined with AND or OR logic.
Sort and range — choose the sort column and direction. Set a date range for the data (All time, This year, Custom range, etc.).
Columns — browse available fields grouped by category. Check fields to include them as table columns. Drag to reorder.
Live preview — see up to eight sample rows as you configure the report.
When you are done, select Save or Save & view. Save & view saves the report and opens the worksheet view.
Report Detail Panel
Select a report in the library to open its detail panel.
The detail panel shows the report's columns, filters, sort, date range, and schedule status.
The detail panel shows:
Stats — estimated row count, last run date, and last updated date.
Columns — the fields included in the report.
Filters — each filter condition with field, operator, and value.
Sort and date range — the sort column and direction, and the data range.
Schedule — the current schedule frequency and status.
Actions in the detail panel depend on your permissions, data access, and the report source. For example, Files reports can be viewed but do not offer CSV downloads or scheduling, and lifecycle reports cannot be added to the dashboard. Available actions include:
View report — open the worksheet view to browse the data in-page.
Download report — review the record count and confirm the CSV export.
Add to dashboard — add a KPI tile to the dashboard.
Edit — return to the builder to change columns or filters.
Duplicate — create a copy of the report.
Schedule — set up recurring delivery by email.
Delete — remove the report.
Worksheet and Data Export
The worksheet view shows the report data in a paginated table.
The worksheet view lets you browse, search, and export report data.
Search — search across all columns.
Column visibility — show or hide columns.
Pagination — navigate through pages of results.
Export — select Download report in the detail panel, review the record count, and confirm the export. Progress appears as a banner at the top of the library page. When the export is ready, select Download.
Audience actions — use the report's filtered audience for bulk actions (tag, email, SMS, task, journey).
Dashboard KPI Tiles
Pin a report metric to the dashboard for at-a-glance visibility.
The Add to dashboard dialog lets you choose a metric and comparison period.
Open the report's detail panel and select Add to dashboard.
Choose the metric — count rows, or sum or average of a money column.
Choose the Comparison period — the tile can inherit the dashboard default or use a fixed range.
Select Add to dashboard.
The tile appears on the dashboard in the key metrics lane. Reports set to Show as current total remain live and omit the comparison-period selector.
Report Templates
Browse pre-built templates from the Templates page.
The Templates page shows reusable report templates grouped by module.
Open the Templates page by selecting Templates in the reports library header. Filter by module and search by name or description. Select Use template on any template to pre-fill the report builder.
Permissions
View reports permits browsing reports within your data access. Manage reports is required for creating, editing, downloading, scheduling, adding dashboard tiles, and deleting reports. Available actions also depend on the report source and access to its data.
Scheduled Reports
Scheduled reports deliver CSV exports by email on a recurring basis. See Scheduled Reports for full instructions.
Activity Log
The activity log records every significant action taken on the platform — donor signups, sponsorship changes, payments, messages, file changes, and more.
Open the activity log from the user dropdown menu or the sidebar footer.
The Activity Log groups actions by date with category filters on the right.
Filter by category — use the sidebar to show only the action types you care about (Commitments, Messages, Payments, etc.).
Filter by action — expand a category and check specific actions within it.
Review changes — each entry shows what changed, who made the change, and when. For field updates, the old and new values are highlighted.
Deleted file history — file deletion requests appear with their status, request time, completion time, and file manifest.
Dashboard Analytics
The dashboard shows graphical summaries of your organization's transactions and commitments.
The dashboard shows donation and sponsorship trends with key metric tiles.
The dashboard includes:
Donation trend chart — shows donation amounts over time for the latest years.
Sponsorship trend chart — shows sponsorship commitments over time.
Key metric tiles — displays totals and counts for key performance indicators. Tiles pinned from reports appear in this section.
Latest statistics — recent activity summaries.
Open Dashboard from the sidebar to view the analytics.
Report on relationship giving
Reports carry attributed giving, not just raw donations. On the Donors source, Fundraising YTD Total is the donor's giving this calendar year after refunds, combining direct gifts and soft credits capped at each gift's remaining amount. Fundraising Last Gift Source shows whether the donor's latest credited gift was direct or a soft credit; a soft-credit result does not by itself prove a donor-advised fund grant or current support, so check the gift's date, legal giver, and credit type. Both fields work as columns and as filters. Soft credits count in these fields only when they are eligible under your organization's Relationship Giving Attribution policy and any row overrides. Attributed giving also excludes in-kind donations and unqualified or fully refunded records. Other summaries, such as profile giving or tax views, are calculated separately; check each summary’s basis.
Fundraising YTD Total is calendar-year-to-date. Fundraising Last Gift Source refers to the most recent qualifying attributed gift, which can predate this year. A report date range filters which donor rows appear; it does not recalculate these fields for that range. One Donors-source row is one donor, not an automatic household row. Do not sum overlapping relationship totals as organization revenue.
On the Donations source, one row is one donation record, and soft credits appear as fields on the giver's donation row: Soft Credits, Soft Credit ID, Original Donor, Soft Credit Type, and Notes. Failed, refunded, and pending records are included by default; filter with Result, or start from the Soft credit donations, Refunded donations, or Failed or non-successful donations templates.
For worked recipes, including a two-period comparison and a lapse check, see Review a supporter's DAF giving and check an apparent decline.