Database Utilization Report

The Database Utilization report gives you instant visibility into which Atlas member engagement tools you utilize the most, how your usage of those tools has changed over time and how the data directly corresponds with membership and revenue growth year over year. 

How to Run

From the File Menu, choose Reports > Admin Reports > Database Utilization

Upon running the report, it will prompt you for the following parameter(s):

  • Starting Year - Enter the first year you would like to start your analysis, for example "2014"
  • Ending Year - Enter the last year you would like to analyze, for example "2016"

Results

Here is a sample of the first page of the report's output:

utilization.jpg

  • Staff User Log Ins: this chart displays the total number of times a staff member logged in to your Atlas database in the given year.
  • Event Data - Event Registrations: this is a count of the total number of sign up records (registrations) in the given year
  • Event Data - Event Attendees: this is the count of the total number of attendee records (each time someone attended an event) in the given year
  • Communication Data - Emails Sent: count of individual emails that were sent using the Mass Communicator in Atlas in the given year
  • Communication Data - Contacts Logged: count of Contact records recorded in all profiles in the given year

In addition to the usage metrics, an overview of Membership and Revenue is displayed:

  • Starting Members: the count of members at the beginning of the given year
  • Ending Members: the count of members at the end of the given year
  • Net Change: the count of members at the end of the year, minus the count of members at the beginning of the year
  • Total Revenue: total sum of all invoices created in the given year, minus any adjustments (write-offs, discounts, etc.)
  • Total Payments: total sum of all payments entered in the given year, minus any adjustments (refunds, etc.)

On the second page (and beyond) of the report, each year's metrics are listed.

 utilization2.jpg

The Membership and Engagement sections display the data from the charts. The Revenue section includes the Total Revenue and Total Payments, in addition to the following:

  • Count of Invoices generated dated this year: total count of invoices (not line items) with an Invoice Date in the given year
  • Total amount of Dues billed in this year: sum of the amount of all invoice line items with a Revenue Item flagged as a "Dues" type in your codes with an Apply Date in the given year, minus any adjustments to those line items (write-offs, discounts, etc.)
  • Total revenue billed in this yearsum of the amount of all invoice line items with an Apply Date in the given year, minus any adjustments to those line items (write-offs, discounts, etc.)
  • Total of Credit Card payments collected this year: sum of the amount of payment records with an Apply Date in the given year, that have a corresponding Credit Card transaction in Atlas (Revenue > Credit Card Payment Processing), minus any refunds. Note that this will not include any Credit Card payments that you have processed outside of the Atlas system.
  • Total amount of payments collected this year: sum of the amount of all payments with an Apply Date in the given year, minus any adjustments/refunds
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