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Overview

The reporting system provides administrators with powerful tools to analyze membership trends, track renewals, and generate mailing lists. These reports help with membership outreach, financial tracking, and organizational planning. Accessing reports requires the “read” permission. Some report actions (like sending emails or creating Google Groups) require the “write” permission. Permissions can be assigned by administrators with the permit permission.

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Available Reports

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Ephemeris Mailing List

The Ephemeris report generates a mailing list of all members who have opted in to receive a printed copy of the organization’s newsletter, The Ephemeris. Features:
  • Lists all members who selected the printed Ephemeris option during signup or renewal
  • Displays member names and mailing addresses
  • Includes city, state, and zip code information
  • Can be exported to CSV for mail merge or label printing
Use Cases:
  • Generate labels for mailing printed newsletters
  • Calculate postage costs
  • Verify member mailing addresses
  • Share with newsletter printing vendor
How to Use:
  1. Navigate to Reports → Ephemeris Mailing List
  2. Review the list of subscribers
  3. Click “Download CSV” to export for mail merge
  4. Use the CSV with your label printing software
CSV Format: The exported CSV includes these columns:
  • First Name
  • Last Name
  • Address
  • City
  • State
  • Zip

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Renewal Reminders

The Renewal Reminders report identifies members whose memberships have recently expired or are about to expire, making it easy to send timely renewal notifications. Features:
  • Shows members whose memberships expired in the last 3 months
  • Shows members whose memberships will expire in the next 2 months
  • Displays membership start date, end date, and term length
  • Includes member contact information and current status
  • Can send batch renewal reminder emails
  • Can be exported to CSV
How to Use:
  1. Navigate to Reports → Renewal Reminders
  2. Review the list of members eligible for renewal reminders
  3. Optionally export to CSV for further analysis
  4. Click “Send Renewal Reminders” to email all listed members
  5. Confirm the action (shows how many members will be emailed)
Email Content: The renewal reminder email includes:
  • Personalized greeting with member’s name
  • Current membership status and expiration date
  • Link to renew online
  • Information about membership benefits
  • Contact information for questions
Best Practices:
  • Send reminders monthly to catch members before their renewal lapses
  • Review the list before sending to avoid duplicate notifications
  • Export to CSV to track renewal trends over time

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Membership Report

The Membership Report provides comprehensive statistics about membership changes over any date range, including new memberships, renewals, lapses, and financial data. Features:
  • Customizable date range (defaults to current month)
  • Shows total membership count at start and end of period
  • Lists all new memberships gained during the period
  • Lists all memberships lost (expired without renewal)
  • Distinguishes between brand new members and returning members
  • Tracks donation amounts
  • Shows first membership date for each member
  • Can filter to show only brand new members (no previous membership)
  • Export sections to CSV
  • Create Google Groups from report sections
Report Sections:

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Summary Statistics

  • Beginning total membership count
  • Ending total membership count
  • Net change in membership

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Memberships Gained

Shows all memberships that started during the selected date range. Columns:
  • Name (linked to member profile)
  • Membership start date
  • Membership end date
  • Donation amount (if any)
  • Previous membership end date (or “New Member”)
  • First membership date ever
Summary Totals:
  • Total new memberships
  • Number of brand new members (first time joining)
  • Number of renewals (returning members)
  • Total donation amount

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Memberships Lost

Shows all memberships that expired during the selected date range without being renewed. Columns:
  • Name (linked to member profile)
  • Membership start date
  • Membership end date
  • First membership date ever
How to Use:
  1. Navigate to Reports → Membership Report
  2. Select a date range using the date pickers
  3. Optionally check “Show only brand new members” to filter
  4. Click “Generate Report”
  5. Review the statistics and member lists
  6. Use the action buttons to:
    • Download CSV for either gained or lost members
    • Create a Google Group from either section
Creating Google Groups: The Membership Report includes powerful integration with Google Workspace, allowing you to create email groups directly from report data. To create a Google Group from a report section:
  1. Click “Create Group” next to either “Memberships Gained” or “Memberships Lost”
  2. Enter a group name (e.g., “new-members-january-2025”)
  3. Click “Create Group”
The system will:
  • Create a new Google Group with the name you specified plus @sjaa.net
  • Add all members from the selected section to the group
  • Configure the group to allow only managers to post
  • Add you as a manager of the group
  • Report success or any errors
This is useful for:
  • Sending targeted announcements to new members
  • Following up with members who didn’t renew
  • Creating cohorts for orientation sessions
  • Tracking member engagement over time
Filtering Options: All Members (default): Shows all membership activity including new members and renewals Brand New Members Only: When enabled, filters to show only members with no previous membership history. This is useful for:
  • Planning new member orientations
  • Analyzing member acquisition trends
  • Creating welcome campaigns specifically for first-time members
Use Cases: Monthly Board Reports:
  • Set date range to previous month
  • Export statistics for board presentation
  • Track membership growth trends
Quarterly Analysis:
  • Set date range to last quarter
  • Compare new vs. lost memberships
  • Identify retention issues
New Member Outreach:
  • Filter to brand new members only
  • Create a Google Group for orientation invitations
  • Track conversion from first membership to renewal
Financial Tracking:
  • Review donation amounts
  • Compare membership revenue month over month
  • Identify high-value donors
CSV Export: Both “Memberships Gained” and “Memberships Lost” sections can be exported to CSV. Memberships Gained CSV includes:
  • First Name
  • Last Name
  • Email
Memberships Lost CSV includes:
  • First Name
  • Last Name
  • Email
These CSVs are perfect for:
  • Importing into email marketing tools
  • Creating custom reports in spreadsheet software
  • Sharing with board members or committees
  • Archiving historical membership data

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Report Permissions

Different report actions require different permission levels: Read Permission (required for all reports):
  • View Ephemeris Mailing List
  • View Renewal Reminders
  • View Membership Report
  • Export any report to CSV
Write Permission (required for these actions):
  • Send renewal reminder emails
  • Create Google Groups from membership reports
  • Import members to Google Groups

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Best Practices

  1. Regular Monitoring: Review the Renewal Reminders report monthly to maintain consistent member communication
  2. Date Range Selection: Use meaningful date ranges for the Membership Report (monthly, quarterly, annually)
  3. CSV Exports: Archive CSV exports for historical tracking and year-over-year comparisons
  4. Google Groups: Use descriptive names for Google Groups (include dates or cohort identifiers)
  5. Verify Before Sending: Always review member lists before sending batch emails
  6. Privacy: Treat exported member data with appropriate confidentiality
  7. Backup Data: Regularly export and backup critical membership statistics