Shift Notes Report

Overview

The shift notes report lets you pull together shift note data and share it with relevant stakeholders quickly. Reports are found in the Reports section at the bottom of the left-hand menu. Access is permission-based, so if you can’t see the option to create reports, speak to your administrator.

Creating the Report

Click Create New Report in the top-right corner. Give your report a title, category, and description – for this example, we’ll call it Shift Notes. You can update these details later if needed.

Next, add your data sources by selecting the forms the report will pull from:

1. Client Basic Information – add this first as your primary form. This ensures all shift notes are nested under the client’s name, making filtering and sorting easier.
2. Shift Notes / File Notes / Case Notes form – add this as your secondary form.

Once both forms are added, select the columns you want to appear in the report. Start with the client’s first name and last name, then add any relevant fields from the shift notes form. Taking a moment to think through what your stakeholders actually need will help you build a cleaner report from the start.

You also have the option to:

• Add permissions to restrict access to certain team members
• Add filters to narrow results by date range, column, or person
• Filter by site
• Sort results in ascending or descending order

For a basic setup, you can skip the filters for now and add them later. When you’re ready, click the green View Report button in the bottom-right corner.

Viewing and Adjusting the Report

When the report loads, you’ll see a show/hide columns option at the top of the screen. Use this to remove fields you don’t need in the final output, such as UIDs and SIDs. Click any column in the list to move it to the hidden side.

By default the report displays ten rows at a time. Click Show Rows to increase the number of results displayed and scroll through your shift note entries.

Once you’re happy with how the report looks, click Save in the bottom-right corner. The report will be saved and ready to run again at any time without needing to be rebuilt. To rerun it later, search for the report and open it in New View.

Filtering by a Specific Client

If you need to pull shift notes for one client only, click Edit in the bottom-right corner to go back into the report builder. Scroll down to the Filters section, select Advanced Filter, and set the filter to match the client’s first name.

Once the filter is added, you can either:

• Click View Report to run it as a one-off filtered view
• Click Save as New if you want to keep a separate version of the report for that client

Important – if you save the report with a client’s name still in the filter, it will only ever return that person’s records until the filter is removed. If you want the report to cover all clients again, go back into the settings, remove the filter, and save before running it again. This is easy to overlook but important to keep in mind.