Reporting in CoolFocus answers "how are we doing?" — totals, trends, and lists you can review or export. There are two ways to get there, and most questions are answered by the first.
Two ways to report
1. Filter a list (for most questions). Any list — Donors, Contributions, Clients — can be filtered, sorted, and exported. This is the fastest way to answer an ad-hoc question ("who gave this month?") and it's the same skill you use every day. Start with Finding Records with Filters, and save a filter you'll reuse as a segment. For giving, that means a Contributions segment filtered by Date Received — see Pulling giving for a date range (quarter, year, or custom) in the Giving section for the walkthrough, including a Q1 example.
2. Open a built-in report (for the standard views). CoolFocus ships a large set of ready-made reports per area — giving summaries, donor analysis, CPC center reports, Love INC annual/quarterly, volunteer summaries, and many more. These come with dashboards, charts, and parameters already set up. See Reports by Area for what's available and Running a Report to use one.
You can also save your own report — see Saving Your Own Report.
What a report shows
Most built-in reports offer up to three views:
Dashboard — summary cards (counts, totals, averages) plus charts.
Data — the detailed grid behind the numbers, groupable and exportable.
Trends — the numbers over time.
Set the parameters (date range, fund, center, and so on) at the top; the report updates to match.
Breakdown charts and "Others"
Where a dashboard chart breaks a total down by category (for example, contributions by fund), it only shows the top categories by value. If there are more categories than that, the remaining ones are combined into a single "Others" slice so the chart stays readable. Some charts also show each slice's share of the total as a percentage. The summary cards and totals elsewhere on the dashboard still reflect every record, not just the categories shown in the chart.
Exporting
For most built-in reports, the Export button downloads Excel — including when you are on the Dashboard view (for example Gifts by Source). That is expected; it is not a PDF download for those reports.
List grids and report Data views also export to Excel.
A few specialized reports may offer Print Report for a PDF-style summary (separate from Export).
Need a PDF for a board packet? Export to Excel, then save or print as PDF from Excel, or use your browser's print dialog on the on-screen report.
Handle exported files according to your organization's privacy policy — they can contain sensitive personal, medical, or financial information.
What reports you see
The reports available depend on the modules your organization uses — a pregnancy center sees CPC reports, a Love INC affiliate sees community-assistance reports, and so on.
If you're an administrator and Reports only shows Center Overview and Center Statistics, with none of the other reports your organization should have, that isn't a permissions or license problem. It means your organization's move to the full CoolFocus 5 Reports section hasn't finished yet. Contact support so they can check your migration status and turn on the rest.
In this section
Finding Records with Filters — for ad-hoc questions.