Report Records and Fields

Custom reports start with a record type—the kind of record that appears in a block. You then choose fields from that record, add filters, and select how to display the results.

The field picker is the live reference for your school. It shows supported records, fields, and related information available to your role. Fields include short descriptions to clarify what they mean, such as when a date was recorded or what units an amount uses. Related records also include descriptions to explain what the connection represents. It is not a list of every piece of data in Kanri, and another staff member may see a different selection.

Choose the right record type

Start with the item you want one row, group, or total to represent:

Question	Start with	Why
Which member profiles were created this month?	Member	Each matching member is one record.
Which bookings have each status?	Booking	Each matching booking is one record.
Which invoices meet a particular condition?	Invoice	Each matching invoice is one record.
What changed for a member over time?	Choose a history or activity record type if it is available to you.	A history record describes an event or change, not the current member profile.

The record type determines the meaning of counts and rows. For example, counting Member records is not the same as counting Membership records: one member may have more than one membership over time.

Understand field types

The picker may offer these kinds of fields:

Text — names, labels, and other words. Use text conditions to find or exclude values.
Enum — a defined choice such as a status or member type. Choose from the available options instead of guessing the stored wording.
Date — a date or time used for filters and time-based grouping. Check which date answers your question: a member’s Signed Up On date is not necessarily the date a membership started.
Number or Currency — quantities and money. Sum, average, minimum, and maximum are available only when the chosen field supports that calculation.
Boolean — a true/false choice. Use the field’s true or false condition.
Related record — information reached through a connection, such as a member’s membership or a booking’s class. The picker lets you follow available connections; some connections can contain several records and may be offered as a list or count.

The exact fields and conditions vary by record type. If you cannot find a field, check that you chose the right record type and ask an administrator to verify your role’s access.

Example: members created this month

To review member profiles created this month:

Add a table and choose Member records.
Add First Name, Last Name, Email, Member Type, and Signed Up On as columns.
Open Filter and add a condition for Signed Up On in the current month.
Review the matching rows and confirm that the total looks reasonable.
If you mean membership record dates rather than profile sign-up dates, choose Membership and its Enrolled On field. It shows when that record was created, not when its status changed to active.

The date filter uses a rolling calendar period. As the month changes, the report automatically uses the new current month.

Example: compare bookings by status

To compare the number of bookings in each status:

Add a chart and choose Booking records.
Set Group By to Status.
Set the aggregate to Count and choose a bar chart.
Add a Date filter if you only want a particular time period.

This counts bookings, not unique people. If one person has several bookings in the period, each booking contributes to the count.

When a field picker offers a related record, open that connection and then choose a field on the related record. For example, a membership report might let you add the associated program or level. Give the resulting column a heading staff will understand.

Some connections lead to multiple related records. Depending on the field, you may be able to show the related values as a list or summarize them with a count or numeric calculation. These summaries do not create a separate table row for each related item. Choose a different record type if your question needs one row per related item.

For conditions using related information, follow the relation in the filter picker and choose the appropriate field there. See Build Filters for combining conditions and for attendance-specific date behavior.

Permission and data checks

The field picker is permission-aware. Do not assume that a colleague can see every field you can select.
Sharing a report does not grant access to data. Staff still need the relevant report and record permissions.
Preview the results and verify what the count represents before using it in a decision.
Use a narrow filter and only the columns staff need, especially before downloading CSV data.