Reports

The Reports page brings together detailed, filterable data across many areas of your business. Each report is a tab, and you only see the reports you have permission to view. In the sidebar, Reports expands into a list of the same reports, so you can jump straight to the one you need.

The report tabs include:

• Warranty: warranty status and expiration dates. For closed projects (Under Warranty or Warranty Expired), a Close date source column shows where each project's close date came from as a badge: Auto, Builder, Manual, or Import. Hover a badge to read the full explanation.

• Models: model and unit type data over a date range.

• Punch History: punch item status and completion.

• Sub Project: sub-project codes and categories by date.

• Superintendent: phase tracking by superintendent, with inline editing.

• Inspection Area: data by inspection area.

• Kit: kit assembly and inventory.

• Labor Rates: subcontractor pricing.

• Material: material pull quantities by date.

• Import History and Import Log: summaries and a detailed log of imports. The Import Log covers what an import changed, such as schedule dates, purchase order numbers, amounts, statuses, and the project address, and also what it declined to change, including a Skipped (Reviewed) entry whenever a reviewed billing phase kept its figures instead of taking the builder's. When an imported row arrives without a house number, the import reports it here rather than attaching it to a project, and the entry clears once the house number is filled in at the source. The entry is filed under the community's Division when the import can match the community, and left unassigned when it cannot, so a report narrowed to one Division only lists the entries whose community it could match. A row with nothing the import can recognize it by later - no purchase order number, work order number, or address - is reported again on every import until the source is fixed. It also flags what an import could not read: a Placard Unreadable entry means the builder supplied a permit placard but no permit number could be pulled out of it, so that project's building permit number has to be entered by hand. The entry is written once per placard rather than once per import run, and it reappears if the placard is still unreadable after the older entry has dropped off the log, so a project waiting on a hand-entered permit number does not quietly disappear. A corrected placard from the builder is read automatically.

• Audit Journal: a log of user-driven data changes, showing who changed what and when. It tracks schedule date changes and date locks; phase Division, stage status, and stage completion changes; purchase order amount, number, and status changes; installer assignments; inspection updates; new project, model, and community records; project address and other field changes; model changes; community Division, trade, staff, and detail changes; new trades and requirements; file attachments that were uploaded, moved, or deleted; schedule and project notes that were added, updated, or deleted; and user access changes such as a user's profile, role, division, trade, and status changes, along with role permission, rename, and status changes. Each row lists the timestamp, event type, project, address, community, builder, division, trade, stage or task, the Location of Change (where the edit was made, such as the project page, schedule page, or office dashboard), the change itself, and the user who made it. This report is available to administrators only.

• Equipment: equipment registration and installation by stage.

• User: user roster and activity. Administrators can click any row to open that user's access review history (see below).

• Project Stages: stages that have an installation date but are missing a purchase order amount, a purchase order document, or both. It shows the percentage of dated stages affected, with a table of the flagged stages that you can filter by stage.

• Billing Reconciliation: import-driven changes to billing figures, so you can see how imports have moved the numbers behind the Billing tab. It lists changes to a purchase order's amount, number, or status, stage completions, and writes an import skipped because the stage was already reviewed. Every value in the table is a snapshot taken at the moment the import ran, and records begin from when the report first launched.

Most reports share a filter bar where you choose Group, Community, and Division. Reports that cover a time period use From Date and To Date pickers. Individual reports add their own filters, such as a warranty status (Active, Under Warranty, Warranty Expired) with a Cutoff date, a trade or stage selector, or a project search.

Some reports, including Sub Project and Superintendent, load only when you click Run: changing a filter never refreshes the results by itself, so you can adjust several filters and run once. Run stays disabled until the required date range and report-specific filters are set. Any filter you change from its default is highlighted; clear a single filter with the small x next to it, or click Clear All to reset everything at once. The line above the table shows where the report stands: Not run yet before the report first loads, a count of matching records after each run, or a notice when the results could not load.

The Sub Project report uses each phase's Schedule Date for the date range. Its two Division filters work independently:

• Overall Division filters by the community's main Division, or the project's direct Division when it has no community.

• Trade Division filters by the Division that handles the selected phase. This includes phase overrides, community trade settings, and organization trade defaults.

For example, leave Overall Division set to All Overall Divisions and choose Lakeland under Trade Division to include HVAC phases handled by Lakeland even when their communities belong to Clermont. The results and exports show both Division values. Click Run after changing these filters.

The Superintendent report has its own filter bar. Alongside the date range, you can search and narrow the results:

• Search by Project ID or Address: separate Project ID and Address search fields. Use either field by itself, or fill in both before clicking Run. Each field has its own clear control.

• Match options: next to each search field, pick how your text is matched: Contains (the default), Begins with, or Exact match. The setting is shared, so it applies to both searches.

• Dropdown filters: narrow by Superintendent, Builder, Trade, Phase Tracking, Phase, or Installer. The Phase dropdown lists only the values that appear in the current results. The Superintendent, Builder, Trade, Phase Tracking, and Installer dropdowns list every available option so you can switch between them freely. Superintendent also offers All Superintendents and Unassigned.

The Superintendent report stays in Not run yet state when you open the tab. After you change filters, click Run to load the results. Changing a filter does not refresh the results by itself.

The Division filter and the Division shown for each row follow the trade that handles each phase, not just the community's main Division. For example, if a community sits in one Division but its HVAC work is handled by another, its HVAC phases appear under the HVAC Division. Filtering by a Division shows every phase handled by that Division, even when the community's main Division is different.

Results appear in a sortable, paginated table, with a count of how many records matched your last run shown above it. Click a column header to sort, and page through results at the bottom. You can also choose how many rows to show per page: 10, 25, 50, or 100. To see everything at once, use Export. It becomes available once the report has run, and it always downloads the full set from your last run, not just the current page.

The Import History Division filter offers Not Set alongside your Divisions. Some import runs are recorded without a Division, and this option shows exactly those runs. All includes them as well, and picking a specific Division leaves them out.

Everyone who can open the report sees these runs, the same way Import Log already lists unassigned work. The exposure stops at the run summary: for a run with no Division, the files and project-level detail behind it stay limited to the Divisions you already have access to.

The Billing Reconciliation report has its own filter bar and updates as soon as you change a filter. Alongside the From Date and To Date range, you can narrow the results by:

• Project ID: type the start of a project ID to find matching projects.

• PO #: type a purchase order number to find the changes recorded for it. The control next to the search box picks how the text matches: Contains, Begins with, or Exact, the same choices as the PO search on the Billing tab. Each matching row shows the purchase order in its PO # column.

• Builder: pick a single builder.

• Division: choose a Division, or Not Set for changes with no Division.

• Event Type: limit to one kind of change, such as PO Amount, PO Number, PO Status, Stage Completed, or Skipped (Reviewed). A No Change Made entry records an import that logged a purchase order but did not move any billing figure, such as a back charge or trip charge with no phase to attach to.

• Review State: limit to changes where the stage was Reviewed, Cleared (a review that was later removed), or Never Reviewed on the Billing tab at the time the import ran.

The Reviewed Date column shows when the stage was reviewed. If a review was later removed, it reads Cleared with the time it happened. A dash means the stage was never reviewed. The Project ID in each row is a link that opens that project's Billing tab in a new browser tab, filtered to that project so you can check the figures the import changed. Results page through with Previous and Next buttons, and you can show 10, 25, 50, or 100 rows at a time. A count of how many records match your filters sits alongside these controls, shown with a trailing + when the matches run into the many thousands. Use Export to download the full set to Excel.

Unlike the other tabs, this report follows your billing permission: you see it only if you can view billing figures, since it exists to reconcile the Billing tab.

The Audit Journal loads as soon as you open the tab and updates whenever you change a filter, so there is no Run button. Alongside the date range, you can narrow the results:

• Search: match a project, user, or note.

• Division, Builder, Community, and Trade.

• Event Type: narrow to one kind of change, such as a schedule date change, a Division change, a note, or a file being uploaded, moved, or deleted.

• Location of Change: where the edit was made, such as the project page, schedule page, reports page, billing page, or office dashboard.

Notes and files are both covered. Stage notes and project notes are recorded separately, so you can tell a note on a phase from a note on the project itself. Files record all three actions: uploaded, moved to another folder, and deleted, which helps when a document is no longer where someone expects it.

Location of Change reflects the page you were actually on. Several of these edits can be made from more than one place. A phase note, for example, can be written on the project page or in the Superintendent report, and the journal names the one you used.

The Project ID and Community in each row are links that open the project or community in a new tab. Export downloads the results as an Excel file. Up to 20,000 rows download straight away. When there are more, the export is emailed to you instead, and very large exports are capped at 100,000 rows, so narrow your filters if you need the full range.

If you are an administrator, each row in the User report is clickable. Selecting a user opens an Access review panel that lists every recorded change to that user, newest first. It covers changes to their profile details, role assignments, division assignments, trade assignments, and active status, along with permission changes made to the roles they hold. It also records password reset activity: when an administrator generates a reset link for the user, and when the user completes a password reset, noting whether they used an admin-generated link or an email reset link.

Each entry shows a label for the kind of change, when it happened, the change itself (such as an old value and its new value, or items added and removed), and who made it. Older changes carried over from before this history was kept are marked with a Legacy badge. A note at the top of the panel shows the date from which role permission changes have been tracked. If a user has no recorded changes yet, the panel says so.

Only administrators see the clickable rows and this panel.

If a report takes too long or the server runs into a problem, the table shows a message that it could not load the report, along with a Retry button to run it again. A short notice also appears in the corner of the screen. This most often happens on very large queries over a wide date range. To get results, narrow your filters to a smaller date range or a specific division or community, then click Retry or Run again.

• Export: most reports offer an export option to download the data, with formats such as CSV, Excel, or PDF. Smaller exports download right away. When an export is too large to download on the spot, it runs in the background. An Export Submitted notification appears on the bell in the top bar right away to confirm the request. When the file is ready, it arrives two ways: an email with the download link, and an Export Ready notification on the bell, and the Export Submitted receipt clears on its own. If it cannot be finished, you get an Export Failed notification instead.

• Phases with several installers (Sub Project and Superintendent reports): in the table, the Installer column lists every installer for the phase, separated by commas. CSV and Excel exports instead give each installer its own column (Installer, Installer 2, and so on), keeping the primary installer first, while PDF, print, and clipboard exports keep them together in a single comma-separated cell.

• Edit inline (Superintendent report): turn on the Edit switch above the table, or press E, then tap a value directly in the table to edit it in place. Editable values are outlined; empty ones show a small dashed + button. The Scheduled Date editor opens a calendar with a lock toggle. A locked date cannot be moved until it is unlocked, shows a lock icon in the report, and is marked as locked in exports. Phase Tracking and Installer let you pick a value and confirm it with Save, so nothing changes until you save. The Installer list offers every installer in your organization who works the phase's trade, no matter which division they are in and no matter which divisions you have access to. It is grouped by division, with the phase's own division first, and you can search by name or login email. The Notes cell opens a window where you can read the note history and add to it. Type a note (Enter starts a new line) and post it with Save. The switch appears only if you have permission to edit, and you only see edit controls for fields you can change.

• Edit several rows at once (Superintendent report): with Edit on, tick the checkboxes at the left of the rows (or the header checkbox to select the whole page). A bar appears above the table showing how many rows are selected, with a button for each field you can change: Scheduled Date, Installer, and Phase Tracking. The value you pick is applied to every selected row when you press Save, and rows already at the chosen value are left untouched. Rows with a locked scheduled date keep their lock and are not edited directly unless you unlock them in the editor; stages that share an install date group still move together, as they do everywhere else. The Installer list only offers people who can be assigned to all of the selected rows. A warning appears above the bar when the selection mixes trades or divisions, since that narrows the list, and notes can't be bulk-edited. Changing the page or the sort order, or running the report again, clears the selection; changing a filter without clicking Run keeps it, since the rows on screen have not changed.

• Open a project (Superintendent report): select a project ID to choose Project Detail, which opens the project, or Locate, which jumps to the Locate tab for that project. The Locate option appears only if you can view Locate.

You need Reports permission to open the page. Each report tab is shown only if you have permission for it.