Pick the report by the question you are asking, not by the module you happen to be in. Questions about who people are (a roster, demographics, contacts) are answered by the Users and Groups reports. Questions about what happened in a period (steps completed, forms submitted, events attended) are answered by the Pathways, Forms, Events, Notes and Time reports, each with its own date filter. Questions about money (what was authorized, billed, paid or invoiced) are answered by the Pathways reports Authorizations, Invoices and Billing Details, and each of those uses a different date.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Reports are run from the Equip web app. Click Reporting in the left navigation, choose a category tab on the left (Users, Pathways, Forms and so on), pick a Report from the dropdown, set the filters and click Generate Report.
Account administrators see every report their account's features allow.
Other team members only see the reports granted to their role under Settings, Permissions, Report Access, and their role needs the Reports navigation permission to open the Reporting page at all. A change to Report Access applies immediately.
Every report is generated in the background, emailed to you when ready, and listed under Generated Reports where you can Download it, Edit and Run Again, or delete it. You only see reports you generated yourself.
Match the question to the report
The question | Report (category) | Date or key filter |
A roster of participants with date of birth, sex, race, ethnicity, disability types, addresses | Participant Details (Users) | Column selector; no date filter |
Every user with role, status and last sign-in | All Users (Users) | Column selector |
Demographic counts per group | Group Demographics (Groups) | Users, Roles, Status, Groups. No date range |
Demographic counts of participants who had pathway step activity in a period | Pathway Demographics (Pathways) | Date Range plus Step Status (Completed by default) |
Which participants were discharged from the program, with reason and disposition | Discharges (Users) | Discharge Date Range, Discharge Reason, Discharge Disposition |
Which pathway steps were discharged | Pathway Discharges (Pathways) | Only with Pathway Centralization |
Each participant's step dates and supporters on a pathway | Pathway Progress (Pathways) | Configured pathway date ranges, Step Start Date Range, Enrolled Date Range |
Everyone billed in a month | Authorizations (Pathways) with Billed Date, or Invoices (Pathways) with Invoice Date | See the note below on which one you mean |
Authorizations issued or beginning in a period | Authorizations (Pathways) | Issue Date or Begin Date |
Authorizations that are open, billed, paid or expired | Authorizations (Pathways) | Status |
Invoices for services delivered in a period | Invoices (Pathways) | Service Start Date and Service End Date |
Billable event-based step delivery (price times check-ins or hours) | Billing Details (Pathways) | Step Delivery Date Range |
Form responses submitted in a period, with every answer | Form Responses (Forms) | Date Range on the completed date; Response Status Completed, Awaiting Approval or Denied |
A personal fill-in link for each participant and each form, to send out | Form Links (Forms) | Forms, Users, Groups |
Whose form responses expire in a period, with a link to refill | Form Expirations (Forms) | Expiration Date Range |
Who registered for and attended which events | Event Attendance (Events) | Date Range, Categories, Tags, Roles, Users, Groups |
One participant's time entries as a narrative | Progress Notes (Time) | Participant and date range |
"Everyone billed in May" means one of three different things:
Authorizations whose step line was given a Billed Date in May: run Authorizations with the Billed Date filter.
Invoices dated in May: run Invoices with the Invoice Date filter.
Event-priced pathway steps delivered in May: run Billing Details with the Step Delivery Date Range.
Every report by category
Assessments: Assessment Responses, Assessment Summaries, Assessment Links.
Employment: Employer Details, Supervisor Details, Employment Details.
Events: Event Attendance, Event Details.
Forms: Form Details, Form Links, Form Responses, Form Summaries, Form Expirations.
Goals: Goal Details, Goal Waypoints, Progress Updates.
Groups: Group Details, Group Chat, Group Demographics.
Moods: Mood Details.
Notes: Note Details.
Pathways: Pathway Details, Pathway Progress, Pathway Discharges, Pathway Demographics, Authorizations, Invoices, Billing Details, Staff Utilization.
Routines: Routine Details.
Time: Progress Notes.
Users: All Users, Discharges, Emergency Contacts, Participant Details, Team Member Details.
Limits and what the errors mean
A category only appears when its feature is enabled for the account. Authorizations and Billing Details need the Pathway Authorizations feature, Invoices needs the Pathway Authorization Invoices feature, Pathway Discharges needs Pathway Centralization, Form Expirations needs form expirations, and the Time tab needs the Time feature.
Umbrella accounts only have the Users, Pathways and Forms categories. Group Demographics is not available there; use Pathway Demographics or Participant Details instead.
If you leave a report's date range blank, it uses the last 90 days. That applies to the generic Date Range, to the Authorizations report's Issue Date, and to the Invoices report's Invoice Date.
In the Generated Reports list, Please wait... means the report is still running. Empty Results means it finished with nothing matching your filters and no file was produced. Change the filters and use Edit and Run Again.
"This report has no file to download." appears if you follow an old download link for a report that produced no file.
Form Responses only includes responses with a status of Completed, Awaiting Approval or Denied. Pending and In Progress responses are never in it.
The Progress Notes report is scoped to the participants your role can see and needs Time entry access on top of the report grant.
FAQ
Which report should I use for "everyone billed in May"?
If you mean authorizations whose step lines were marked billed in May, run the Authorizations report under Pathways with the Billed Date filter set to May. If you mean invoices created in May, run the Invoices report with the Invoice Date filter. If you mean event-priced pathway steps delivered in May, run Billing Details with the Step Delivery Date Range.
Which report should I use for "participants active in May"?
If active means they had pathway step activity, run Pathway Demographics with the Date Range set to May and Step Status set to both Completed and In Progress. If you need names rather than counts, that report's User Details worksheet lists them. If active means their account status, run Participant Details and include the Status column; it has no date filter.
Does Issue Date mean the date the record was entered in Equip?
No. Issue Date is the date on the authorization itself, entered on the participant's authorization. No report filters on the date a record was created in Equip.
Why don't I see the report I was told to run?
Reports are granted per role under Settings, Permissions, Report Access, and whole categories disappear when the matching feature is off for the account. Ask an account administrator to check both. Umbrella accounts only have Users, Pathways and Forms reports.
Where do I find the report after I click Generate Report?
It is emailed to the address on your account when it finishes and listed under Generated Reports on the Reporting page. Please wait... means it is still running; Download appears when the file is ready.
Can I change the filters and run the same report again?
Yes. In Generated Reports click Edit and Run Again on the report. The form reopens with the same filters selected so you can adjust them.
Does a demographics report tell me who the people are?
Group Demographics gives counts only. Pathway Demographics gives counts plus a User Details worksheet with each participant's name and demographics. For a full roster with addresses and dates of birth, use Participant Details.
Related
Introduction to Reporting
Managing Report Access Permissions
Run Again for Reports
Troubleshooting Blank Demographics Reports
Pathway Authorizations, Invoices, and Billing Date Filters
Participant Details Report
Group Demographics Report
Pathway Demographics Report
Form Responses Report