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Membership Reports

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Preface

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(Return to Memberships)

Introduction

Membership reports help you evaluate membership activity for your organization. You can view the report on screen or download in CSV format.

Membership Reports

  1. To view and/or download the membership reports, click the relevant report name under Reports on the Membership page. The table below list available reports.
  2. If applicable, select filter options on the Filter tab or group data to view a statistical breakdown on the Layout tab.
  3. Click View Report.
  4. Click on the Export icon (a floppy disc icon in the navigation bar above the report) to export the report in CSV format. Other formats are available, however they don’t always display in a useful way, so it is recommended that you use CSV format. Once downloaded you can import into Excel and format as required (see note below).
  5. UsefulInfo.jpg

    Note: When a CSV file is opened directly in Excel the leading zeros on fields such as phone numbers or post codes, are dropped. In addition date fields may be compromised. To ensure that data exported from DARS remains in the correct format you should import the CSV file into Excel. The Fundamentals 2 manual includes instructions for importing to Excel 2007. Refer to Microsoft Help files for any additional information.

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Available Reports

Report Name

Description

Active Membership

This report provides a graphical view of the active membership count at your organization. It also provides a view of active memberships by level. The membership level data includes the specific number of memberships per level and the overall percentage of active memberships for each level.

The Breakdown data field defaults to ‘Monthly’. Use this field to select whether to display the membership count in the graph as daily, weekly, monthly, or yearly data points.

Membership Conversion

Run this report to determine how effectively your organization converts low level memberships to high level memberships. This report counts the number of memberships that upgrade or downgrade from one level to another, the number of memberships that remain the same, and the number of memberships that were not renewed. It also counts new members and members who rejoin, as well as the number of members who did not rejoin because they became deceased. You can also select whether to report on membership conversion between levels or tiers. You can also choose to hide membership levels or tiers with no data.

Note: A membership does not upgrade or downgrade due to a change in membership term. Therefore, memberships with only a term change are not included in the report.

Note: Report results include memberships that expire or cancel during the selected date range.

Membership Renewal

Run this report to display renewal details for a membership programme. For a time frame that you specify, the report lists the number of memberships to expire. It also calculates the number and percentage of renewed, upgraded, downgraded, dropped, or lapsed memberships for the programme

Membership Count

Run this report to view the number of active memberships for a specific month, quarter, or year grouped by membership type or level. With the date filters provided, you identify the period of time that contains the months, quarters, or years to run the report for. The report also provides several quick date options you can use to view the membership count for the past three months, past six months, or past year.

Note: This report provides the number of active memberships, not members. For example, if a family membership exists with four members, that counts as one membership in this report. Additionally, the report provides the number of active memberships that exist at the end of the selected month, quarter, or year.

Benefits List

Run this report to create a list of constituents who have membership benefits. The report lists the benefit item and the quantity and cost amount of the benefit.

Membership Dues Revenue

This report displays revenue transaction details for a membership programme in a time frame that you specify. The Memberships column displays the number of active memberships for the specified level, and the Additional Gifts column displays the amount of revenue from all gifts given by any member of the specified level.

Membership Projected Revenue

This report displays projected revenue for a membership programme. The projections are based on expected revenue from membership renewals that include upgrades, downgrades, and rejoins.

The report contains a total row that calculates the sum of the projected revenue for levels in each programme. It also contains a total row that calculates the sum of the projected revenue for all levels and programmes in a year.

The report calculations are broken down by each month in the calendar year.

Membership Dues Statistics Comparison

This report compares membership data for different time periods. You select the time periods to compare and the membership programme to use for the report. The report compares membership dues amount and count information for the tiers and levels in the programme. You can group the report by channel or by activity. Channel displays how revenue was received such as by mail or phone (selected in the Inbound channel field on the Add a payment screen). Activity displays the type of transaction, such as a join or a renew.

For reports grouped by activity, only the most recent membership transaction within the selected periods is counted in the Totals row. For example, if a member joins and renews within a selected period only, a single membership is counted in the total. However, a join and a renew is added to each activity sub-total for the period.

Note: The retention rate is the percentage of existing memberships that opted to renew a membership during the renewal opportunity. Lifetime memberships and memberships that are not due for renewal are excluded from the calculation.

Reports grouped by channel behave similarly to reports grouped by activity. Only the most recent membership transaction within a selected period is counted in the total. However, cancellations are not included in any channel revenue sub-totals, since revenue is not generated by canceled memberships.

Membership Appeals

This report compares performance information about a group of membership appeals such as goals, amount raised, number of donors, number of gifts.

Membership Activity

Note: Before you run this report, a system administrator must install and configure a standard data mart. (The data mart places records from your source database in a data warehouse so you can conduct complex reporting and analysis.)

This report provides information on amounts of members, renewals, upgrades, drops, and other membership activities for the selected Membership programme and date range. Use the Layout tab to divide membership activity statistics into groups, including country, ethnicity, month, and level.

Note: Address fields (Country, State, County, City) are pulled from the primary address of primary member. Education fields (Class Of, Degree) are pulled from the primary education of the primary member.

Click on specific numbers in the report to view a breakdown of those figures.

Active memberships will include memberships that were valid at any point during the specified date range.

Retention rate is calculated as the number of memberships at the end of the date range subtracted by the number of memberships that joined during the date range, subtracted by the number of memberships that rejoined during the date range, and then divided by the amount of memberships at the start of the date range.

Membership Actuals

Note: Before you run this report, a system administrator must install and configure a standard data mart. (The data mart places records from your source database in a data warehouse so you can conduct complex reporting and analysis.)

This report compares contributed revenue and earned revenue in two selected time periods for the selected Membership programme. You can also view the variance (or how spread out the distribution is) of contributed and earned revenue from this report.

Contributed revenue includes any revenue that is associated with a contributions-based membership. Earned revenue includes any revenue that is associated with a dues-based membership.

Use the Layout tab to divide membership activity statistics into groups, including country, ethnicity, month, and level. Click View Report to view the statistical breakdown.

Click on specific numbers in the report to view a breakdown of those figures.

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