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Missing Demographics
Missing Demographics is a to-do list. It shows the cases opened during a period that are still missing an age, a race or ethnicity, or a referral source, so your team can fix those gaps before a funder report is due.
It's the companion to Group Participation and Session Demographics. Those reports show people as Unknown when the relevant information hasn't been recorded. This one tells you exactly which cases those are, so you can fix them.
This is a listing. You can view or export it, but nothing is saved.
How do I run a Missing Demographics report?
- Open Reports and choose Missing Demographics under Intake.
- Choose your Cases opened date range. It starts at Last 90 days, and you can pick another preset or enter your own dates.
- Leave Workflows blank to check every workflow you have access to, or pick one or more workflows.
- Leave Demographic fields blank to check all three, or pick just the ones you need: Age, Race / ethnicity, or Referral source.
- Select Load preview.
What does the date range mean?
The date range is based on when the case was opened. A case opened before your date range won't appear, even if it's incomplete. If you're cleaning up older cases, widen the range.
Does running a report change anything?
No. Missing Demographics only reads your records.
How do I read the results?
Each workflow with something to fix gets its own table. A case appears when at least one of the fields you picked is missing. The table shows:
- Case: The case's short ID. Select it to open the case in a new tab, so your list stays where it is.
- Name: The person on the case.
- One column for each field you checked. A field that's filled in shows its value, so you can see what's already there. A field that needs work starts with — missing.
Sometimes — missing comes with a short reason in brackets:
| You see | What it means |
|---|---|
| (recorded as Unknown) | Someone picked Unknown. It still counts as missing, because a funder can't use it. |
| (DOB unusable) | A date of birth was entered, but it can't be turned into an age. Check it for a typo. |
| (was: …) | The saved value is an old choice that isn't on today's list. Ask the question again and pick a current option. |
| (person record deleted) | The person behind this case has been removed. |
— multiracial, specific groups not recorded means the source said this person is two or more races or ethnicities, but not which ones. Where the information came from is shown in brackets, for example (school roster 2026-09). Next time you see them, ask which groups.
Age is filled in when there's either a date of birth or an age band. When it's there, you'll see (DOB) or (band) after it, so you know which one was used.
What about workflows with nothing missing?
They don't get a table. Instead, each one gets a single line under Nothing missing at the bottom, so you can still see it was checked. For example, All 12 cases opened in this period are complete, or No cases opened in this period.
If nothing is missing anywhere, Nothing missing is the whole answer, and it tells you how many cases were checked.
What is "About this report"?
Open About this report to see the settings used to run the report, including the date range, time zone, workflows, the fields checked, and how many cases were checked and listed.
How do I fix a case?
- Select the case's ID in the Case column. The case opens in a new tab.
- To fix Referral source, select the edit button on Case Information.
- To fix Age or Race / ethnicity, select Open person record next to the person's name, then open the Demographics tab. Select Edit, fill in Date of birth or Age band, and Race / Ethnicity, then select Save changes.
- Go back to the report tab and select Refresh to see the updated list.
Multiracial, but which groups?
Sometimes a roster or a referral form only says a person is two or more races or ethnicities, without saying which. On the person's Demographics tab, tick Multiracial — specific groups not recorded under Race / Ethnicity, and say where it came from in Source, such as school roster 2026-09. Say where it came from if you know; it helps whoever checks the record later, but you can save without it.
When the participant, or their parent or guardian, tells you the groups, select them in Race / Ethnicity. The tick and the source are removed for you.
Don't guess
Only tick it when a record says so. If nobody has said, leave race or ethnicity blank.
Can I export Missing Demographics?
Yes.
- Copy table copies one workflow's table to your clipboard.
- Download CSV exports one workflow's table as a spreadsheet.
- Download all combines every workflow's table into one file.
Every gap starts with — missing, so one filter in your spreadsheet finds them all.
Keep in mind
These exports include names. Only share them with people who should have access to that information.
Why doesn't my report look right?
A workflow I expected isn't listed
Only published workflows are checked, and only the ones whose cases you can see. About this report tells you when a workflow was skipped or wasn't available to you.
A case I know is incomplete isn't listed
It was probably opened before your date range. Try widening the range.
I see a message saying only the oldest cases were checked
Each workflow checks up to 1,000 cases per run. Narrow the date range and run the report in smaller sections.
Still need help? See Getting help.