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Reports

The Reports section is your data analysis and export hub. This is where you monitor trends, run detailed operational reports, and generate exports for auditing, billing, and external systems.

You can access this section from the main navigation under Reports.

Permission Required

To access reports and exports, you need the Stats/Exports permission assigned to your role.

What are Reports?​

Think of reports as windows into your data. Instead of manually counting devices, tracking down checkouts, or tallying incidents, reports aggregate and present this information automatically.

Reports help you answer questions like:

  • How many devices are currently checked out?
  • Which grade level has the most incidents this year?
  • Are there any users without devices assigned?
  • What's the trend in physical damage over the past 6 months?
  • Which invoices are still unpaid?
  • How many loaners did we issue last month?

Types of Reporting​

Manage1to1 provides three different ways to access your data:

1. Quick Stats (Visual Dashboards)​

What it is: Interactive charts and graphs showing high-level trends.

Best for:

  • Quick overviews and trend spotting
  • Presentations to leadership or board meetings
  • Monthly/quarterly reviews
  • Identifying patterns at a glance

Examples:

  • Physical damage by month (bar chart)
  • Current year incidents by type (pie chart)
  • Inventory snapshot (status breakdown)
  • Device checkout by grade level

See Quick Stats for details.

2. View Reports (Structured Data Tables)​

What it is: Detailed, filterable tables of specific data sets.

Best for:

  • Drilling into specific details
  • Finding individual records
  • Answering precise questions
  • Identifying action items

Examples:

  • Users without devices (action list)
  • Checked out devices (current assignments)
  • Open invoices (billing follow-up)
  • Outstanding loaners (devices to recover)

See View Reports for details.

3. Exports (CSV/PDF Downloads)​

What it is: Downloadable files of your data for external use.

Best for:

  • Sharing data with other systems
  • Finance reconciliation
  • Asset audits
  • Custom analysis in Excel/Google Sheets
  • Record retention and archiving

Examples:

  • User export (all user data in CSV)
  • Device export (complete inventory)
  • Transactions export (payment history)
  • Bulk PDF invoices (for mailing)

See Exports for details.

When to Use Each Type​

Use Quick Stats when you need to:

  • Present trends to stakeholders
  • Identify patterns quickly
  • Answer "how are things trending?" questions
  • Create visual reports for meetings

Use View Reports when you need to:

  • Find specific records
  • Create action lists (who to follow up with)
  • Drill into details
  • Filter and search for specific criteria

Use Exports when you need to:

  • Share data with external systems
  • Perform custom analysis in spreadsheets
  • Provide data to auditors
  • Archive records for compliance
  • Reconcile with finance systems

Common Use Cases​

Scenario 1: Monthly Board Report​

You need to present technology program status to the school board:

  1. Go to Reports > Quick Stats
  2. Select Filter by Building: All Buildings
  3. Capture screenshots of relevant charts:
    • Physical Damage by Month (show trends)
    • Current Year Incidents by Type (show breakdown)
    • Inventory Snapshot (show device status)
  4. Include these visuals in your presentation slides

Result: Clear, visual representation of program health for non-technical audience.

Scenario 2: End of Year Device Recovery​

Summer break is approaching and you need to identify which students still have devices checked out:

  1. Go to Reports > View Reports
  2. Select Checked Out Devices report
  3. Filter by:
    • Building: Your building(s)
    • Grade Level: Senior class (or specific graduating class)
  4. Export the list to CSV
  5. Use it to coordinate device collection

Result: Targeted list of students who need to return devices before graduation.

Scenario 3: Finance Department Audit​

The finance department needs a complete record of all payment transactions for Q2:

  1. Go to Reports > Exports
  2. Select Transactions Export
  3. Enter date range: April 1 - June 30
  4. Generate and download CSV
  5. Provide to finance department

Result: Complete transaction log in a format finance can import and reconcile.

Scenario 4: Identifying Deployment Gaps​

You want to know which students don't have devices yet:

  1. Go to Reports > View Reports
  2. Select Users Without Devices report
  3. Filter by:
    • Building: Elementary schools
    • Grade: All grades
  4. Review the list to identify students who need devices assigned
  5. Use this list to prioritize device distribution

Result: Action list of students still needing device assignments.

Scenario 5: Insurance Claim Documentation​

A device was damaged and you need to provide documentation for an insurance claim:

  1. Go to Reports > Exports
  2. Select Incidents Export
  3. Enter date range covering the incident
  4. Generate export
  5. Filter the spreadsheet to find the specific incident
  6. Provide this along with incident photos to insurance

Result: Formal incident documentation for insurance processing.

Permission Requirements​

Stats/Exports Permission​

The Stats/Exports permission grants access to:

  • Quick Stats dashboard
  • All View Reports
  • All Export functions
note

Some reports may also require Administrative Reports permission depending on their content. Check with your system administrator if certain reports aren't visible.

Building Access Affects Reports​

Your building access (configured in your administrator account) determines what data you see in reports:

Example:

  • If you only have access to Lincoln Elementary, reports will only show:

    • Devices from Lincoln Elementary
    • Users from Lincoln Elementary
    • Incidents from Lincoln Elementary

  • If you have access to all buildings, reports show district-wide data

This ensures data privacy and appropriate access control.

Best Practices for Using Reports​

✅ Do:

  • Run reports regularly to stay on top of trends
  • Export data for important decisions (don't rely on memory)
  • Filter reports to narrow results to what you need
  • Save exported files with meaningful names (e.g., "Q2-2024-Transactions.csv")
  • Document where exported data came from (date, filters used)
  • Share reports with relevant stakeholders
  • Use Quick Stats for high-level communication
  • Use exports for detailed analysis and reconciliation

❌ Don't:

  • Assume reports show real-time data from the last second (some cache briefly)
  • Share exported files containing sensitive student/staff data broadly
  • Forget to filter by building if you only need specific schools
  • Leave exported files with student data on unsecured shared drives
  • Export data "just in case" without a specific purpose
  • Ignore trends shown in Quick Stats (they often reveal issues)

Understanding Report Data​

Data Freshness​

Real-time data:

  • View Reports show current data
  • Changes appear immediately or within minutes

Cached data:

  • Quick Stats charts may cache for performance
  • Typically refresh every few minutes to hourly
  • Exact timing depends on system configuration

If you need the most current data, use View Reports or Exports rather than Quick Stats.

Building Filters​

Many reports include building filters:

How it works:

  • Dropdown shows all buildings you have access to
  • Select "All Buildings" to see district-wide data
  • Select a specific building to narrow results
  • Only buildings in your administrator building access appear

Use cases:

  • Building principals filter to their school only
  • District IT views all buildings for district-wide analysis
  • Multi-building coordinators toggle between their assigned schools

Date Ranges​

Reports requiring date ranges:

Tips:

  • Use fiscal year or school year dates for annual reports
  • Use month boundaries for monthly reports
  • Specify exact dates for specific incident investigations
  • Remember that date ranges are typically inclusive (includes start and end dates)

Automated Exports​

Some districts configure automated exports that run on a schedule:

How it works:

  • Configured in Settings > System Automation > Exports
  • System generates exports automatically (daily, weekly, etc.)
  • Files are placed on your SFTP server's outgoing folder
  • External systems can retrieve them automatically

Common uses:

  • Daily user sync to directory services
  • Weekly device inventory to asset management systems
  • Monthly transaction exports to finance systems
  • Nightly backups of critical data

See Exports for information about available export types.

note

Automated exports require system administrator configuration. Contact your Manage1to1 administrator or support if you need scheduled exports.

Common Questions​

Q: Why don't I see all the reports mentioned in the documentation? This could be due to permissions or building access. You need the Stats/Exports permission to see reports. Also, you'll only see data from buildings you have access to. Check with your system administrator if you're missing expected reports.

Q: How current is the data in reports? View Reports and Exports show real-time or near real-time data (updated within minutes). Quick Stats charts may cache data for performance, refreshing every few minutes to hourly depending on configuration.

Q: Can I schedule reports to run automatically? Exports can be automated through Settings > System Automation > Exports. This generates files on a schedule and places them on your SFTP server. Quick Stats and View Reports are interactive only (not scheduled).

Q: Why do some reports show no data? Common reasons:

  • No data exists matching your filters
  • Your building access doesn't include the relevant buildings
  • Date range doesn't include any matching records
  • You're filtering too narrowly (try broadening filters)

Q: Can I customize reports? Reports have built-in filters but cannot be customized in structure. Use Exports to get raw data, then analyze it in Excel/Google Sheets for custom reporting.

Q: Are exported files secure? Exported files contain real student/staff data. Treat them with appropriate security:

  • Store in secure locations only
  • Don't share broadly
  • Delete when no longer needed
  • Follow your district's data retention and privacy policies

Q: Can I export everything at once? Each export type focuses on a specific data set. For complete data dumps, use:

  • User Export (all users)
  • Device Export (all devices)
  • Then combine with specific exports like Incidents or Transactions as needed

Q: What format are exports in? Most exports are CSV (comma-separated values), which opens in Excel/Google Sheets. Some exports (like Bulk PDF Invoices) generate PDF files.

Q: Do reports respect student privacy laws (FERPA)? Yes. Reports only show data to administrators with appropriate permissions and building access. Follow your district's policies for sharing exported data externally.

Tips for Effective Reporting​

For Leadership Communication:

  • Use Quick Stats for visual presentations
  • Focus on trends, not individual records
  • Compare current year to previous years
  • Highlight both successes and areas needing attention

For Operational Management:

  • Use View Reports for daily/weekly action lists
  • Filter reports to your specific responsibilities
  • Export lists for follow-up workflows
  • Review trends regularly to catch issues early

For Compliance and Audits:

  • Use Exports for official records
  • Document date ranges and filters used
  • Save exports with clear file names
  • Keep exported data secure and dispose properly when finished

For Data Analysis:

  • Export raw data to spreadsheets
  • Combine multiple exports for comprehensive analysis
  • Use pivot tables and charts in Excel/Sheets
  • Document your methodology for repeatable analysis

Summary​

The Reports section provides three complementary ways to access your Manage1to1 data:

  1. Quick Stats - Visual dashboards for trends and high-level overviews
  2. View Reports - Detailed filterable tables for operational needs
  3. Exports - Downloadable files for external analysis and systems

Effective reporting helps you:

  • ✅ Make data-driven decisions
  • ✅ Identify trends before they become problems
  • ✅ Communicate program status to stakeholders
  • ✅ Support compliance and audit requirements
  • ✅ Optimize device deployment and recovery
  • ✅ Track financial and operational metrics

Regular use of reports ensures you maintain visibility into your technology program and can respond proactively to emerging needs.

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