Permission Click offers a robust reporting functionality that enables users to export all relevant data. The following is a detailed, step-by-step procedure for accomplishing this task:
"Reports" Section
The Permission Click platform provides two distinct reports sections:
- "Reports" Section in the Top Navigation
- Navigate to the Reports Section: Utilize the Top Navigation to access the Reports section within the application.
- Application: Generate comprehensive district-wide or school-specific reports from the Reports section, corresponding to any selected form.
- "Reports" Section in the Individual Form Manager
- Navigate to the Reports Section: Select the Reports tab to access the reporting interface specific to the individual form.
- Application: Generate reports that pertain exclusively to the currently selected form
Create Reports
District Administrators create reports in Permission Click to gain clear, actionable insights into form usage, parent responses, compliance status, and payment activity across the entire district. Reports help administrators monitor participation, audit approval pathways, support school operations, and meet district and state reporting requirements.
Creating reports allows District Administrators to:
- Consolidate data from multiple schools into one unified view.
- Track compliance for time-sensitive forms such as field trips, registrations, permission slips, and policy acknowledgements.
- Monitor response trends to identify gaps or schools that may need support.
- Audit approval workflows to ensure district policies were followed.
- Analyse payments collected through forms for reconciliation and financial reporting.
- Export data for board reporting, state audits, or SIS uploads.
- Schedule recurring reports to automate routine data pulls.
You can build these reports from:
- Form Manager → Reports Tab (for form-specific reports), or
- Reports → New Report (for standalone or district-level reports).
Common reports you can build include:
- Master Response Lists (all responses to a form)- This option is only available from the Form manager.
- Organization-level summary reports
- Template-based reports
- Payment and deposit reports (if payments are enabled)
- Custom reports with filters for date, creator, school, or status
To create a report:
- From the global navigation bar, click Reports.
- Select New Report.
- Provide a name for the report.
- Select a report template.
- Enter a description, if needed.
- Click the toggle slider to instantly publish the report so others can use it.
- Click Submit.
Once saved, your report appears in the Reports Dashboard where you can run, edit, or share it.
Select Output Format: You can also select the output format of the sheet. The options available are Excel, CSV, and TSV.
Create New Sheet: After selecting the requisite options, click the “Create New Sheet” button to add the sheet to the report.
View and Modify Columns: The added sheet will be visible in the report dashboard. Clicking on the sheet will expand it to make additional options appear.
You can view all the columns in the sheet and use the ‘Modify Column’ option to deselect/select columns in the sheet.
Add a Sheet: Once the report request is processed, you can add sheets by selecting the “Add Sheet” option.
Select a Sheet Type: There are multiple sheet types to choose from, based on the data collected by the District/School. For example, let’s take the sheet type “Attendees”.
Name the Sheet and Restrict Report Scope: After selecting the sheet type, you can name the sheet and use the radio button “Restrict report scope (Optional)” “Optionally Restrict Report Scope” to restrict the scope of the data included in the sheet.
Choose Organizations: By default, “Restrict report scope (Optional)” is turned off, which allows the sheet to include data from all the organizations (schools/districts). When turned on, you will be provided with a list of the organizations within the account to select from. Data only from the selected organizations will be included in the sheet.
Select Output Format: You can also select the output format of the sheet. The options available are Excel, CSV, and TSV.
Create New Sheet: After selecting the requisite options, click the “Create New Sheet” button to add the sheet to the report.
View and Modify Columns: The added sheet will be visible in the report dashboard. Clicking on the sheet will expand it to make additional options appear.
You can view all the columns in the sheet and use the ‘Modify Column’ option to deselect/select columns in the sheet.
Manage Filters: By default, the created sheet will have a filter to exclude cancelled responses and incomplete (not submitted) responses. These filters can be removed in the expanded view by using the actions dropdown visible against each filter.
Additional Actions: Additional options are available under the Actions dropdown visible against the sheet. Some of the options available are:
- Set Sheet Properties: This allows you to limit the scope of the data.
- Modify Quick Filters: Allows you to modify default filters applied to the sheet.
- Add Custom Filter: Allows you to add custom filters on specific columns, select the operator and the Organization (School/District).
- Duplicate: Creates a copy of the sheet.
- Delete: Deletes the Sheet.
Schedule Report: You can also schedule the report by selecting the ‘Schedule report’ option and selecting the run date and frequency.
Publishing the Report: When all the filters/settings are selected, users can publish the report by using the publish report button. After the publish request has been submitted, you can view the report status in the reports tab. Report that have been completed would have “Published” status.
Note: Responses can only be generated from reports that have been published. Draft or unpublished reports are not supported.
No Time Frame Restriction: For reports, there is no restriction of time frame i.e. you can export data since the organization creation date.
Export Other Data Points: For explanation purposes, the aforementioned points took “Attendees” as the data point that was being exported. The following data points can also be exported by selecting them as sheet type (as explained in Step 4).
- Deposits by Form: Deposits are defined as the amount submitted by Stripe to School account after deducting all fees. Deposits by form details deposits made against each form (arranged by dates)
- Deposits by Order: Deposits added to school account against each order (purchase made by the parent).
- Deposits by Organization: Date wise record of all the deposits made in the school account.
- Deposits by Ticket: Deposits by each item (ticket) mapped against the form details.
- Deposits by Purchased Ticket: This is a subset of Deposits by Order. Deposits by Purchased tickets, lists each item (ticket) bought by parent mapped against the form and the purchaser information.
- Document Approvals: All documents’ approvals mapped against their respective forms
- Forms: List of all forms published by the organization
- Orders: Details of the orders (Purchases made by parents) mapped against their respective forms
- Organizations: List of all the organizations (schools) within a district
- Transactions: List of all types of transactions i.e. Charge, Refund, Adjustment etc. mapped against date, form and org.
- Responses: List of all the responses received mapped against their respective forms for a particular organization.
- Response Approvals: All response approvals mapped against their respective forms.
- Templates: List of all the templates being used by an organization.
- Tickets: A subset of Deposits by Ticket. Lists all items (tickets) purchased by parents without the deposit information.
- Users: List of the users and their roles for a particular organization.
- Answers: All answers to a particular question, typically used to display answers to more complex questions like repeatable questions and equations
- Attendees: List of all the students mapped against the forms they were rostered to.
Navigate Reports
The Reports page helps District Administrators quickly find, review, and manage all reports across the district. From this view, admins can filter reports by status (Draft, Published), search by name, check the latest updates, and access report versions.
The page provides a consolidated workspace where administrators can:
- Open and edit existing reports
- Review report owners and last updated dates
- Access published and historical versions
- Run reports instantly or schedule them
- View and manage report permissions
This centralized navigation ensures that district-wide reporting remains organized, transparent, and easy to manage, especially when multiple schools and staff contribute to reporting activities.
Use the navigation tabs to switch between:
- Reports
- Report Schedules
- Report Requests
This ensures you can quickly locate queued, scheduled, or previously generated reports.
From the dashboard, you can:
- Search for reports by name
- Filter by status (Draft / Published / Archived)
- View report versions
- Review last updated timestamps
- The Actions menu allows you to:
- Duplicate a report
- View a report
- Archive a report
- Generate a report
- Schedule a report
- Edit report field selections
- Download generated reports
Manage access and visibility
District Administrators control who can view, edit, or run each report.
Report Access & Visibility settings ensure that sensitive student information and payment data are protected while giving the right staff the access they need.
- Using Access & Visibility, admins can:
- Grant or restrict report access by school, user role, or individual user
- Limit editing rights to maintain data integrity
- Share reports only with authorized staff
- Ensure compliance with district policies and privacy requirements
- Revoke access when roles or responsibilities change
Visibility management helps ensure reports are only available to the appropriate teams, such as school administrators, finance staff, or district leadership.
Report owners control which users can view or download a report.
To set the access and visibility:
- From the global navigation bar, click Reports.
- Click Report and select the report you want to manage.
- Click Access & Visibility.
- Click New Access Rule.
- Provide a name for the rule.
- Select I grant or I deny.
- Select the organization.
- Select the user or users.
- Select the role.
- Click the action, and then select the activity.
- To deactivate a rule, click the toggle slider. To duplicate a rule, click the clipboard icon. To delete a rule, click the trash can icon.
- To add additional access rules, click New Access Rule, and repeat steps 5 to 10.
- Click Save.
Payment reports and reconciliation
Payment reports give District Administrators and finance teams a detailed view of all payments collected through Permission Click forms, including fees, donations, registrations, and ticket sales.
These reports allow administrators to:
- Track total payments collected across schools
- Identify pending, completed, or failed payments
- Reconcile form payments with district accounting systems
- Confirm payment collection for field trips, events, and student activities
- Export data for auditing or financial reporting
Payment reports ensure financial transparency, reduce manual reconciliation work, and help districts stay compliant with local and state financial guidelines.
District Administrators can build custom payment and reconciliation reports tailored to the district’s accounting workflows. These reports help consolidate payment details for auditing, financial reviews, and end-of-year reporting.
Admins can include:
- Payment totals and itemized transactions
- Payer information (parent/guardian name, student name)
- Payment methods and status (Paid, Pending, Failed)
- Refunds, adjustments, and outstanding balances
- School-level or district-wide payment summaries
District Admins can create financial reporting specifically for:
- Monthly pay outs
- Daily transaction logs
- School-level or district-level deposits
- Payment method tracking (credit card, e-transfer, etc.)
To create a payment-related report:
- Go to Reports in the top navigation bar.
- Select New Report.
- Provide a name for the report.
- Select a payment-related report template or district payment data.
- Click the toggle slider to instantly publish the report so others can use it.
- Click Save.
- Click Actions, and select Generate.
- Click Generate Report. Select the toggle slider if you want to be to notified by email when the report is ready.
Schedule Reports
Scheduled Reports automate recurring reporting tasks, removing the need to manually generate reports each time data is needed.
District Administrators can schedule reports to:
- Run daily, weekly, monthly, or on custom intervals
- Email results automatically to designated recipients
- Support school staff who rely on frequent, up-to-date information
- Provide district leadership with consistent reporting snapshots
- Ensure compliance and accountability for time-sensitive initiatives
Scheduling reports saves time and ensures critical data is always delivered when needed — without manual intervention. You can automate recurring reports using Report Schedules.
To schedule a report:
- From the global navigation bar, click Reports.
- Locate a published report and click Actions, and select Schedule Report.
- Name the schedule.
- Choose frequency:
- Once
- Daily
- Weekly
- Monthly
- Set delivery time.
- Click Save.
Note:
- Schedules run daily at 2 AM.
- Generated reports are downloadable for 90 days.
- Admins may choose to receive an email notification when a scheduled report is ready.
- This is ideal for recurring compliance reports, payment summaries, or district-wide response monitoring.
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