A blank demographics report usually means the filters matched nobody, not that profile data is missing. Group Demographics counts current group members and has no date range at all. Pathway Demographics counts participants who had pathway step activity inside the Date Range you chose, using the Step Status filter, which is set to Completed only unless you change it. Zero in a Sex, Race, Ethnicity or Disability Types column with a non-zero Total means the people were counted but that field is empty on their profile.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Both reports are run in the web app from Reporting in the left navigation. Group Demographics is under the Groups tab, Pathway Demographics under the Pathways tab.
Account administrators can run them. Other team members need the report granted to their role under Settings, Permissions, Report Access, and only see the groups, pathways and participants their role can see.
Umbrella accounts do not have the Groups tab. Pathway Demographics is available there and adds one worksheet per sub-account, with an Accounts filter.
Both reports are Excel files, emailed to you and listed under Generated Reports.
How each report decides who to count
Group Demographics
One row per group. The Total is the number of members after the Roles and Status filters.
Users limits the report to groups that contain the selected people. Roles and Status (Active or Inactive) limit which members are counted. Groups limits the rows.
Sex comes from the user record. Race and Ethnicity come from the participant's profile in your account. Disability Types columns are the disability types configured for your account.
Pathway Demographics
Date Range is required in practice: left blank, it uses the last 90 days.
Step Status chooses what counts as activity in the range. Completed (the default) means the step's end date falls inside the range. In Progress means the step has no end date, started on or before the end of the range, and was not discharged by then. Started means the step's start date falls inside the range. Discharged (offered with Pathway Centralization, and on umbrella accounts) means the discharge date falls inside the range. Selecting several statuses counts a participant if any of them matches.
Grouping is Pathway (one row per pathway, including pathways with a Total of 0) or High School (one row per high school and county from the participants' profiles, with Unknown High School and Unknown County rows for blanks).
Pathways limits which pathways are counted.
The second worksheet, User Details, lists each counted participant with High School, County, Sex, Race, Ethnicity and Disability Types. It only lists participants whose account status is Active.
Steps
Open Generated Reports and check the report's row. Empty Results means no file was produced. A file with only headers or zero Totals means the filters ran but matched nobody.
Confirm which report you ran. The default name is Demographics Report for Group Demographics and Pathway Demographics for the pathway one.
For Pathway Demographics, click Edit and Run Again. Widen the Date Range to the period you mean, and set Step Status to both Completed and In Progress. Clear the Pathways filter if it is set.
For Group Demographics, click Edit and Run Again and clear the Users, Roles and Status filters, then narrow them one at a time.
If rows now have a Total but the Sex, Race, Ethnicity or Disability Types columns are zero, open each participant's profile, click Edit Profile & Settings, and on the General tab fill in Sex, Race, Ethnicity and Disability Type. Run the report again.
Limits and what the errors mean
Neither report has a filter on the date a participant joined or was enrolled. Pathway Demographics only looks at step start, end and discharge dates.
A Pathway Demographics row can have a Total higher than the sum of its columns. Total counts every matching participant; each demographic column only counts those with that value set on their profile in your account.
Race, Ethnicity and Disability Types are read from the participant's profile in the account running the report. A participant with a profile in another account is counted in the Total but not in those columns.
Group Demographics counts current membership only. A participant removed from the group last week is not counted, whatever they did last month.
Grouping by High School reads the High School field on the profile and the County from the residential address, falling back to the mailing address. Participants with neither land in the Unknown rows.
Please wait... in Generated Reports means the report is still running. Empty Results means it finished with no file.
"This report has no file to download." appears if you follow a download link for a report that produced no file.
FAQ
Why is Pathway Demographics blank for a month?
No pathway step matched the Date Range with the Step Status you chose. The default Step Status is Completed only, so a month where steps were started or still running but not finished shows nothing. Run it again with Completed and In Progress both selected, and check that the Pathways filter is not excluding the pathway you expect.
Can Group Demographics show only people active in May?
No. Group Demographics has no date filter; it counts who is in each group right now. For activity in a month, run Pathway Demographics with the Date Range set to May, or Event Attendance if you mean event attendance.
Why are the Sex, Race or Disability Types columns zero when the Total is not?
Those columns only count participants who have that field filled in on their profile in your account. Open the participant, click Edit Profile & Settings, and set Sex, Race, Ethnicity and Disability Type on the General tab. Age and date of birth are not in either demographics report; use Participant Details for those.
Why does a participant show in the pathway counts but not in the User Details worksheet?
The User Details worksheet only lists participants whose account status is Active. The pathway rows count everyone whose step activity matched, including inactive participants.
Why does the Discharged option not appear under Step Status?
Discharged is only offered when Pathway Centralization is enabled for your account, or on umbrella accounts. Without it, use Completed, In Progress and Started.
Why is the Groups tab missing from my Reporting page?
Either the Groups feature is off for the account, your role has no Groups reports granted under Report Access, or you are on an umbrella account, which only has Users, Pathways and Forms reports.
I set a Date Range on Group Demographics but nothing changed. Why?
Group Demographics has no Date Range field. If you set one on another report on the same tab it does not carry over. Use Pathway Demographics for a dated question.
Related
Which Report Should I Use?
Group Demographics Report
Pathway Demographics Report
Participant Details Report
Run Again for Reports
Updating Participant Information