Quick Report Tool

MySchool is an all-in-one database for your everyday needs when running a busy educational institute. That's why we have focussed on improving our key reporting tool, quick reports. A powerful tool capable of exporting custom reports that fit all your school administration needs. It can even create distribution groups and labels. A simple-to-use tool with filter and export to Excel.

Access to the tool

Quick report is designed for users who have access to all modules and users. The lowest level of security is at the School level. If you wish you have administrators in your Primary section, they can only access information to which they are assigned in their security membership. We are unable to reduce the scope to a course and class Educator level. It is attached to the Run restricted reports' permission in your user groups. It is mostly located under the Data Reports module header/Quick Report.

Choose your data set

There are three data sets available;

• Students - Will pull all students from your active class levels.
• Users - All active users in the system that have an active status
• Courses - All courses set up within your current academic year.

Choose your data and filter accordingly

Step 1: Determine which data set you wish to work with and select accordingly from the highlighted field.

Please note that the current academic year is selected by default. If you wish to export data from past or future years, you can use the settings in this field or use time travel.

When you choose a data set, different filter folders appear. Here are the folders available for each data set.

Open up each one to see the options available and find the appropriate filter you wish to apply. If you just want all the data available then only apply the year filter. The system cannot export data across multiple years and a separate export must be made and then created on Excel manually.

Once you have selected your filters, then use Apply filters. You will notice if you scroll down the yellow list view will change only to show the filtered target population.

Top tip: if you want a simple count of the student population or active staff members, use quick report filters. After applying the filter to the target data group. quick report gives you a total at the bottom of the yellow list view.

Step 2: Choose which fields you would like to export

Now switch to the export tab, again you will be presented with a selection of folders according to the data set you have chosen. You can now select these by opening the folder and checking the item you wish to export.

Each selected item will become a column header on Excel, you can reorder them by dragging the fields in the selection panel.

Once you have all the items selected, choose to export to Excel or create labels. 

Top tip: You can create custom labels using label management. A great way to create name tags for events for example. 

Saving reports

On the filter tab, you have two action buttons, Load report and Save report. These will save both the filters and export criteria. You can choose to make them public for other users who have access to Quick Reports.

Sending an announcement

You can use the filters in Quick Reports to create an ad hoc contact list and send an announcement directly from here.

A floating action bar will appear when you have selected either the student or user data group. This feature is not applicable to course data. Select an appropriate filter, for example, all male students within the school.

If you have a student population selected, you will have the option of sending the announcement to just the students, their main guardians, or all guardians.

Once selected you will sent directly to the new announcement template and your target audience will be populated with your filtered selection.

Some common use cases for quick reports

Custom field export

If you have requested a custom field for your student, user or course data then quick reports can extract this data.

In each of the filtered data sets, you will see a folder called custom, all your created custom fields can be exported. A quick and simple way to check re-enrolment, if you have asked the guardians to fill out the questionnaire with this field added. 

Extract your consents

Build your institute's consent listing for students and staff using the MySchool consent module. Ask parents to fill this out using a questionnaire. Then extract the lists using quick reports.

You can open the consent folder in the export tab to export this information to Excel.

Check your active staff listing

It is always good practice to have an offboarding process for staff members who may leave your institute. You have to change their staff context to past employees, archive their security access, and remove them from any fixed member groups. To help check this then why not use quick reports to show user security access status and employment?

Run two reports using the below filters, and apply them to your user data set. You don't need to export, simply click on the user profile shown in the list view to rectify the profile directly.

Make sure each course is scheduled using quick reports.

Quick and easy way to make sure you have scheduled all courses after rollover. It is easy to forget to add your roll call period to one homeroom. Simply select course data, and then we would suggest filtering by school level. On the export tab, select the course name and scheduled period. Check the Excel to make sure each course has a period identifier.