Appearance
Group Participation
Group Participation counts what your groups delivered and who they served, for one or more workflows and one reporting period. It breaks participants down by age, race or ethnicity, gender, and referral source.
Your workspace may differ
Group, program and workflow names in the examples are placeholders; yours show your own. The referral sources are the list your workspace set up.
Group Participation is a filing, which means you can save the report, verify it, and mark it as submitted.
Need to see the figures session by session? See Session Demographics.
What a funder actually receives
Group Participation reports counts, not people. It doesn't list names, and there's no row for any individual participant.
The report covers:
- How many groups ran, and how many sessions they delivered
- How many people attended, counted both as individuals and as total visits
- A breakdown of those participants by age, race or ethnicity, gender, and referral source
- How complete your team's participant information is
When you export, you can hide any count under five. A very small number can point to one person. See Before you export.
Which groups are included?
A group is included when:
- Its program lists one of the selected workflows under Eligible intake workflows (any workflow you have access to, if you left Workflows blank), and
- The group held at least one session during your selected date range, and
- You picked it under Groups, if you picked any.
The About this report section shows which groups were included. If a group you expected to see isn't there, check whether it held a session during the reporting period and whether its program is connected to one of the workflows. See Creating a program.
How do I run a Group Participation report?
- Open Reports and choose Group Participation under Groups and Outreach.
- Leave Workflows blank to include every workflow you have access to, or choose one or more workflows. Only published workflows are listed.
- Choose your Sessions delivered date range. You can use a preset such as Last 90 days or enter your own dates.
- Leave Groups blank to include every group linked to the selected workflows, or select one or more groups to report on just those. The list shows only the groups of the workflows you picked. Groups are listed under their program, and you can type to search. Each outreach is listed by its date and name. To count all of a program's outreach, pick All outreach · program. That also counts the events it ran with other programs. Each time you run the report, it includes every outreach the program has by then. A saved report keeps the outreach it counted when it was saved.
- Leave Referral source blank to include everyone, or select specific sources to narrow the report.
- Select Load preview.
The date range is based on when the session took place
Not when attendance was entered. If a session happened on June 10 but attendance wasn't entered until June 17, it still belongs in the June 10 reporting period.
Can I report on two workflows together?
Yes. Pick both under Workflows, and you get one report over all their groups. Someone who came to groups in both is counted once in Unduplicated participants.
That's different from running the report twice, once per workflow. Each of those counts the same person, so adding the two together counts them twice. For one combined number, run the report once with every workflow picked.
How do I report on one county or site?
Give each county its own group, and put the county in the group's name, such as School awareness @County 1. Then, when you run the report, pick that county's groups under Groups. Every number on the page, anonymous visits included, then counts only those groups.
A county with two groups works the same way. Pick both.
Separate runs don't always add up
Someone who attended in two counties is counted once in a combined report, but once in each county's report. So two county reports can add up to more people than one report with both counties picked. For one combined number, run the report once with every county's groups picked.
Named participants and anonymous visitors
The report keeps the two apart, so you always know which one you're reading:
- Named participants counts the people you checked in by name, in three tables: Named participants by age band, by race / ethnicity, and by gender. The Unique participants column (we'll just say Unique) counts each person once. Total participants (Total) counts their visits.
- Anonymous visitors — described by staff counts the visitors staff counted without a name and then described — as they counted, or later on the event's Review tab. It has four tables: Anonymous visitors by youth / adult, by age band, by gender, and by race / ethnicity. Each counts visits. A visitor nobody described isn't in these tables, and the note underneath says how many were described. If nobody was described, this section doesn't appear. That's usual for a group that signs everyone in by name.
Every age, gender and race table's name starts with Named participants or Anonymous visitors, so a table you copy or download on its own still says which it is. Anonymous visitors are never in the named tables, and named participants are never in the anonymous ones.
My form asks for only Female and Male
Some forms list just two values. CORT's served-by-Sex list, for example, has Female and Male only. Copy those two rows from the Unique column of Named participants by gender. When anyone is recorded under another value, or none, the note under the table tells you how many, so you can put them wherever your form's instructions say.
Use Unique, not Total: these forms count people, and Total counts visits.
How do I save and submit a report?
Once your preview looks right, you can turn it into a filing.
- Generate snapshot saves the exact numbers shown in your preview. The saved report appears in your filing list.
- Verify confirms that someone checked the numbers against the underlying records. Verification is required before submission.
- Mark submitted records that you've sent the report to the funder. You can also add the funder's confirmation number if you received one.
Submitted filings are permanent and cannot be deleted. Filings that haven't been submitted can still be deleted.
If the records change after you save a filing, nothing happens to it
A filing is a snapshot of the numbers at the time you generated it. If your team changes the underlying records later, the saved filing stays exactly the same. The portal will let you know the records have changed, but it won't update the filing. Need new numbers? Generate a new snapshot.
You'll also see a note when the report itself has changed since you saved — new tables, say. The saved numbers stay as they were; generate a new snapshot for the current layout.
Can I export Group Participation?
Yes. You can copy or download the report:
- Copy table copies one table to your clipboard.
- Download CSV downloads one table as a spreadsheet.
- Download all combines all report tables into one file.
Before you export
Small counts can sometimes make a person identifiable, especially in a small community. Some funders therefore require counts below five to be hidden in files that you share.
The first time you copy or download from this report, a Before you export dialog asks you to choose one of these options:
- Keep exact numbers. The exported file matches the figures shown on screen. A note at the bottom of the file explains that small counts are included.
- Withhold counts under 5. Any row with a count below five is replaced with an asterisk (*) in every column. A second row is hidden too, so nobody can work out the first by subtracting. The totals row is left out. A note at the bottom of the file says why.
Select Remember my choice for this report if you don't want to be asked again next time. The portal remembers your choice on this browser only, for you and for this report. The report header then shows Exports: exact numbers · Change or Exports: small counts withheld · Change. Select it to update your choice.
The figures shown on screen are always exact. Your choice affects copied and downloaded files only.
Not sure which option to choose?
Ask your funder whether they have a rule about sharing small counts. If the file will only be shared within your organization, keeping the exact numbers may be appropriate.
Why doesn't my Group Participation report look right?
Everything is zero
The report says which it is: no groups are connected to the workflows, or the connected groups ran no sessions in your period. Try checking the date range first.
If you picked groups under Groups, the report also tells you when those groups ran nothing, or are no longer connected to the selected workflows. Clear the Groups filter, or pick from the current list.
If you picked workflows under Workflows and none of them is available to you any more, the report says so. Clear the Workflows filter to include every workflow you have access to.
Sessions were delivered, but participants are zero
Attendance probably wasn't recorded. See Sessions and attendance.
Most participants show as Unknown
Some participant information, such as date of birth, gender, or race, hasn't been recorded. Check Data completeness at the bottom of the report to see what's missing. To find the cases to fix, run Missing Demographics.
A participant recorded as Multiracial — specific groups not recorded is counted under Unknown / not provided in the race table too, because no groups were chosen. The note under that table says how many there are. In Data completeness they count as recorded, with a line underneath showing how many of them still need their groups.
Anonymous visitors that staff described as Multiracial and/or Multiethnic at an outreach event or a drop-in class have their own row in Anonymous visitors by race / ethnicity.
A group I ran isn't included
The group's program may not list any of the selected workflows under Eligible intake workflows.
I don't see the Generate snapshot button
Your role may not have permission to manage reports. Anyone who can open Reports can run and export reports, but saving, verifying, and submitting filings requires an admin or intake manager role. See Roles and permissions.
Still need help? See Getting help.