Manage Your Reports
Create, configure, and control access to your custom report templates. Set up who can view them, which locations they appear at, and how submissions are handled.
Key Capabilities
Create & Design Reports
Use the visual Report Builder to add fields, configure options, and design forms tailored to your workflow.
User Access Control
Make reports available to all users in your organization. Or you can restrict a report's access by assigning it to specific users.
Entity Access Control
Make reports available at all entities, or restrict to specific ones. For instance, set up a specific report which only appears if you are checked into a specific location.
Public Links
Generate shareable links for public submissions (no login required). Perfect for customer feedback or public incident reports.
How to Create a Report
Follow these steps to set up a new report template for your team.
Navigate to Custom Reports
Go to Custom Reports in your admin menu. You'll see a table of all existing report templates.
Add a New Report
Click Add New to start from scratch, or choose from the Template Library to import a pre-built template as a starting point.
Configure Settings & Access
Set the report name, description, and configure access controls. Choose which users and entities can access this report, and set options like Admin Only or Auto-Approve.
Build Your Form
Click the Form Builder button to open the drag-and-drop editor. Add fields, set validation rules, and organize sections. See the Report Builder guide for field type details.
Activate When Ready
New reports start as Inactive (draft). When ready, toggle the Status from Inactive to Active to make it available to users.
Work in Draft Mode
Keep reports Inactive while you're still designing them. This prevents incomplete forms from appearing in the mobile app. Activate only when you're ready to collect submissions.
Understanding the Reports Table
Each column in the Custom Reports table controls a different aspect of your report template.
| Report Name | Form | Status | User Access | Entity Access | Admin Only | Submissions |
|---|---|---|---|---|---|---|
| Daily Inspection | Builder | Active | All | All | 247 | |
| Incident Report | Builder | Active | 5 | 3 | 89 | |
| Equipment Check (Draft) | Builder | Inactive | All | All | 0 |
The display name for your report template. This is what users see in the mobile app when choosing which report to fill out.
Opens the drag-and-drop form editor where you add fields, set validation rules, and design the layout. See the Report Builder guide.
Active reports are visible to users and can receive submissions. Inactive reports are hidden (draft mode) - use this while building.
All = Everyone in your organization can see this report. A number = Only those specific users can access it. Useful for role-specific forms.
Number of shareable public URLs created for this report. External users can submit via these links without needing an account.
All = Available at all entities. A number = Only appears at those specific entities. Entities can be locations, clients, vehicles, or any category you've defined.
When ON, only users with Admin or Manager roles can see and submit this report. Useful for management escalations or internal audits.
When ON, submissions are automatically approved without manual review. Useful for routine logs, proof of presence, and check-ins. Turn OFF for reports that require review or manager approval before processing.
Total count of submissions received for this report. Click to view all submissions, filter by date, export to Excel, or generate PDFs.
When ON, submissions from this report won't appear in shift summary PDFs. Useful for frequent check-ins that would clutter the summary.
Entity-Specific Reports
Use Entity Access to create reports that only appear for certain entities. For example, a "Pool Safety Check" that only shows at locations with pools, a "Client Onboarding" form for specific customers, or a "Vehicle Inspection" tied to particular fleet vehicles.
Frequently Asked Questions
Common questions about report management and settings.
Ready to Create Reports?
Head to the Custom Reports page to build and manage your report templates.
Go to Custom Reports