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Session Demographics
Session Demographics shows who attended each group session and outreach event during the dates you choose. Each group has its own heading with two tables under it: the people who attended by age band, and the same people by gender. Each row is one session and one age band (or one gender). The columns count each race or ethnicity.
Your workspace may differ
Group, program and workflow names in the examples are placeholders; yours show your own.
If staff described the anonymous visitors at a session — youth or adult, age band, gender, or race and ethnicity — up to three more tables show what they recorded. See Anonymous visitors, as described.
It complements Group Participation. Group Participation gives you totals for the full reporting period. Session Demographics shows the figures session by session.
This is a listing. You can view or export it, but nothing is saved.
Counts, not names
Session Demographics shows counts, not names. It doesn't list names, and there's no row for any individual participant.
How do I run a Session Demographics report?
- Open Reports and choose Session Demographics under Groups and Outreach.
- Choose a Sessions delivered date range. The default is Last 90 days. You can choose another preset or enter your own dates.
- Leave Workflows blank to include every workflow you have access to, or choose one or more workflows.
- Leave Groups blank to include every group linked to the selected workflows, or choose specific groups to narrow the results. The list shows only the groups of the workflows you picked.
- Select Load preview.
The dates refer to when sessions took place
The date range is based on the date of the session, not the date attendance was entered. For example, if a session took place on June 10 but attendance was entered on June 17, it belongs to the reporting period that includes June 10.
Which groups appear in the report?
A group appears in the report when all of these are true:
- The group's program includes one of your selected workflows under Eligible intake workflows.
- The group held at least one session during the selected date range.
- If you selected any groups in the Groups filter, the group is one of them.
If a group's program is linked to two workflows, the same group table appears under both workflows. You can see which groups are included in About this report.
If the Groups list is empty, the report says No group is linked to this workflow (or these workflows). A group is linked to a workflow through its program. See Creating a program for details.
How do I read the results?
Each group has its own heading showing the workflow and group name, for example, BWI · Boys and Girls Club @Cocoa. Outreach is listed under its program instead, for example, BWI · Outreach · Better Without It, with one row per outreach, named by its date and title.
The first table is Named participants by age band:
| Column | What it means |
|---|---|
| Session | The date the session took place, and its name when it has one — for example, 2026-10-13 · Spring health fair. On screen it appears once per session. In copied and downloaded files it's on every row, so each row stands alone. |
| Age band | The participant's age on the session date: 12 years and under, 13 to 17 years, 18 to 20 years, 21 to 24 years, 25 to 44 years, 45 to 64 years, 65 to 74 years, 75 years and older, or Unknown / not provided. |
| Race and ethnicity columns | Counts for American Indian or Alaska Native, Asian, Black or African American, Hispanic or Latino, Middle Eastern or North African, Native Hawaiian or Pacific Islander, White, and Race / ethnicity unknown. |
| Total | The number of people in that age band at that session. Each person is counted once in this total. |
| Multiracial and/or Multiethnic (2+ selected) | The number of people in that age band at that session who selected two or more race or ethnicity categories. Race / ethnicity unknown doesn't count as one of the two. These people are already included in Total. Don't add this number to the total again. |
The second table, Named participants by gender, counts the same people by gender instead of age band. It has the same columns, and its Total for each session matches the first table's.
The report counts people at each session, not unique people across the whole date range. Someone who attends three sessions appears in three session rows. That means you can't add the rows to find the number of different people who attended during the period. For period totals, use Group Participation.
Why can the category counts add up to more than the total?
Race and ethnicity can be a multiple-choice answer. If someone selects two categories, that person is counted in both category columns but only once in Total. As a result, the category counts can add up to more than Total, but no single category count can be higher than Total.
The Multiracial and/or Multiethnic column shows how many people selected more than one category.
Funders call this counting "alone or in combination". It's the federal standard for race and ethnicity (OMB SPD 15, 2024), and it's how the SAMHSA CORT form asks for these numbers.
If a person's record doesn't include race or ethnicity, that person is counted under Race / ethnicity unknown.
Some records say a person is Multiracial — specific groups not recorded: the source said two or more, but not which. Those people are also counted under Race / ethnicity unknown, and not in the Multiracial and/or Multiethnic column, because no groups were selected. The note right under the group's two tables says how many there are, and so does About this report.
Anonymous visitors are never counted in these two tables, because there is no record to read their details from. If staff described them, that description has tables of its own below.
Where does the age come from?
The report calculates age from the Date of birth on the person's record, using the date of the session. If no date of birth is recorded, it uses the Age band entered on the record. If neither is available, the person appears under Unknown / not provided.
A person's age band can change between sessions if their birthday falls during the reporting period.
What is "How to read"?
How to read is a note at the top of the report that explains how the figures are counted. It helps anyone looking at the report understand what the numbers mean. When staff described any anonymous visitors, it also explains how those tables are counted.
It also explains outreach events run together with another program. Such an event appears in this report under the program that led it. Group Participation shows it under both programs, so the partner program's outreach totals can differ between the two reports.
What is "About this report"?
Open About this report to check the settings used to create the report. It shows the date range and time zone, how race and ethnicity were counted, the workflows and groups included, any groups or workflows with no sessions during the period, and groups listed under more than one workflow. It also has a Counted from line showing the number of sessions, visits, and people counted. Anonymous visits are shown on that line as a separate number. When staff described any anonymous visitors, Anonymous visits described shows how many were described for each question — age, gender, youth or adult, and race or ethnicity.
If you selected a workflow you don't have access to, Not checked shows how many workflows were left out. Skipped shows workflows you can view but whose cases you can't see.
Anonymous visitors, as described
When staff describe the anonymous visitors at a session, the group gets up to three more tables. At an outreach event that's done at the table or later on the Review tab. At a drop-in class it's done at the door or later under Anonymous visitors, described on the Attendance tab (see Describe who they were).
- Anonymous visitors by age — how many were youth or adults, and their age bands.
- Anonymous visitors by gender
- Anonymous visitors by race / ethnicity
Each table appears only when someone answered that question. These are counts per question, not records about anyone. Each question was answered on its own, so one table never explains another: 20 youth and 15 female describe the same visitors, but nothing says how many of the female visitors were youth. These counts are never added to the named participants' tables.
Reading the age table
The age table reads like an outline. All visitors comes first: the session's anonymous count. Then All youth and All adults, each in bold, with the age bands staff entered listed under them:
| Row | What it means |
|---|---|
| All visitors | Everyone counted as anonymous at the session. Not everyone may have been described. |
| All youth / All adults | How many were tapped or entered as youth or adults. Youth means 18 and younger. |
| An age band | How many were described with that age band. 12 years and under, 13 to 17 years and 18 to 20 years are listed under youth, the way the check-in screen shows them. 21 to 24 years and the older bands are listed under adults. |
| Youth, age band not described / Adults, age band not described | Youth or adults with no age band entered. |
| Unknown / not provided | Visitors whose age staff marked as unknown. |
| Youth or adult: Unknown / not provided | Visitors staff marked as unknown when asked youth or adult. |
| Not described as youth or adult | Anonymous visitors nobody marked as youth, adult or unknown. |
| Youth: more age bands than youth, N over / Adults: more age bands than adults, N over | The age bands add up to more people than the youth (or adult) count. Check the event's Review tab — one of the two numbers needs fixing. |
Why is 18 to 20 listed with youth?
That's where the check-in screen puts it, so the table matches what staff saw. But someone aged 19 or 20 is an adult, and the band can't tell them apart. So 18 to 20 years never counts against the youth number. If the youth bands add up to more than the youth count, and only this band explains the gap, the row reads 18 to 20 years (may include adults). Some of those visitors were probably counted as adults. Youth, age band not described may then be a little lower than the true number.
The gender table lists each gender recorded, then Not described for everyone else. The race and ethnicity table works the same way: each visitor is counted once, so someone staff saw as belonging to more than one group is under Multiracial and/or Multiethnic, and everyone not described is under Not described.
That's different from the two tables of named participants, where a person counts in every group they selected. Named participants told you their race or ethnicity. Anonymous visitors are what staff described, so they're counted the simpler way. The note under the tables says this too.
These tables are for your own picture of who you reach. Most funders don't ask for the gender or race and ethnicity of anonymous visitors, but some state prevention reports do for a table or booth. Check what your funder's report asks.
Two ways to view a group: by session or by table
A group with sessions in it has a View switch next to its heading:
- By session shows one session at a time, with all of its tables stacked under the session's name. Outreach events open this way.
- By table shows each table whole, with the sessions down the left. Classes open this way, so you can compare one week with the next.
The portal remembers the view you choose for this report, and uses it for every group in the report — switching one group switches them all. Either way, the files you copy or download always contain the full tables (see Can I export Session Demographics?).
Can I export Session Demographics?
Yes. You can copy or download the report:
- Copy table copies one table to your clipboard.
- Download CSV downloads one table as a spreadsheet. In the By session view, it downloads all of the group's tables in one file, and Copy table lets you pick which table to copy.
- Download all combines every table in the report into one file.
Each table in a file is titled with its group and its name, for example, BWI · Outreach · Better Without It — Anonymous visitors by age.
The first time you copy or download from this report, the portal asks how you want to handle small counts. See Before you export below.
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. Another row from the same session is also withheld to prevent someone from working out the hidden number by subtracting other counts. In the anonymous visitors' tables, the rows that add others up — All visitors, All youth, All adults, Not described and the "over" rows — are left out for that session. They're also left out when one of them is itself below five. A note at the bottom of the file says why counts were withheld.
Select Remember my choice for this report if you don't want to be asked again next time. Your choice is remembered for you, for this report, in this workspace, in this browser. 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 report look right?
I see "Nothing to show"
The report explains why there are no results. Depending on your settings, you may see one of these messages:
- No group in this report ran a session in this period. Choose a longer date range. Buttons such as Widen to 180 days appear below the message to look further back.
- No group is linked to this workflow. A group is linked to a workflow through its program. Check the program's Eligible intake workflows.
- None of the groups you selected are linked to the workflows in this report. Clear the Groups filter or choose groups from the available list.
- None of the workflows you selected are available to you. Clear the Workflows filter.
- You don't have access to any published workflow's cases. See I can't see this report.
A group I ran is missing
The group may not have held a session during your selected date range, or its program may not list the workflow under Eligible intake workflows. About this report lists groups that didn't hold a session during the period.
Most people appear as "Unknown"
Their records may be missing a date of birth, race, or ethnicity. Run Missing Demographics to find the cases that need updating.
A session is missing, or a row has fewer people than expected
Attendance may not have been recorded for that session, or someone may have been recorded as Anonymous. Check the note right under the group's first two tables. It says how many sessions have no rows, and how many anonymous or unmatched visits weren't counted. If staff described the anonymous visitors, their count is in the note under those tables instead. An unmatched visit is attendance for someone whose enrollment, case, or person record has since been removed. See Sessions and attendance.
What are the "Widen" buttons?
When nothing in the report has any rows, buttons such as Widen to 180 days and Widen to 365 days appear, so you can look further back. They keep the same end date and offer at most two longer ranges. They don't appear when a different setting is the problem, such as a workflow with no linked groups.
I can't see this report
The Reports area is available only to people with a workspace-wide role or an intake role. See Reports.
Still need help? See Getting help.