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Sharing Reports

You can invite individuals to your organization's FamilyID account as an Authorized Viewer and allow them to log in securely and view only the reports you'd like to share. This gives you more control over who can see what data and for what period of time. 

There are two ways to share a report:

Secure Report Sharing

To share a report using the Report Sharing method:

1
Select  Reports then  Registration from the drop-down menu.

2

Next to the report you would like to share, click the drop-down menu next to Table View and select Edit/Share.


3

Scroll down to the Share Report area.

4

Check the  Share access to this report checkbox. 

5
 Select the down arrow in the  Authorize User button and select as many names as you like. You can also Invite a New User. If inviting a new user, you will be prompted to enter their email address. The user will receive an email granting them access to the report once you hit Save.

6
Select the date you’d like to  End access to this report on. As of this date, the Viewers you’ve authorized to access this report will no longer see it.

The Stop sending email on box allows you to send reminders that you are sharing the report with that user(s).  These emails can be daily, weekly, or monthly. If they have accepted the invitation, they can ignore the email. If they have not, they will be able to accept the invite.

 If you choose to send periodic emails, the email will be generated and sent via email between 4 am and 6 am EST to the recipient email addresses. The email will immediately send when a new user is added, though you can continue to send the email at a set frequency (Daily, Weekly, Monthly).

7

You have the option of allowing Viewers to make changes to the report by selecting  Allow authorized users to update internal registration data included in this report. If Selected, authorized viewers will have the ability to changes to data that you allow them to access -- this may include approval status, payment status, registration status, and internal fields.  For example, you can make it easy for coaches to assign athletes to a JV or Varsity team, or allow Nurses to approve eligibility.

    Note: If you allow this access, authorized Viewers of this report can edit only the information included in the report. Any updates made to this data will be logged in a registration activity history. From there, you can see when and by whom any change was made.

You may also choose to allow them to message the FamilyID account owners by selecting  Allow authorized users to email family account owners and view messages.  This will let them email the account owners of the participants in their report. For example, a Coach may want to alert all of the parents that practice has been moved today due to weather. These are one-way notifications and recipients will not be able to reply to the notification. Notifications will be accessible on the registration ' Activity' tab and on the report Messages tab.


9
When complete, select the blue  Save & View button.

Once you authorize Viewers to view reports:

  1. A user invitation will be sent to the email addresses included in your shared reports, allowing Viewers to log in and securely view the report.
  2. The invitation email your Viewers receive will contain a link that will prompt them to create (or log in to) FamilyID. 
  3. Once logged-in, Viewers will be brought to the report you've shared, along with any other reports you’ve authorized them to access. They’ll never have access to reports or site functionality not intended for them.
  4. Shared report links will be disabled. If you'd like to generate a new public link for a report, click the down-arrow and select Generate Public Link.
  5. Viewers can download reports in CSV (table view) or pdf (page view) formats once they are logged in.

Sharing Reports via a Live or Public Link

Sometimes there's a need to share a live, public link to a report. For example, you may want to post tonight's roster on your Athletics website homepage. The best way to share a report meant for the public is via a live/public link.

Generating a public link is quite easy.

1

When viewing your report, click the down-arrow next to the Table View button and select PUBLIC LINK from the drop-down to generate a live link to the report.

2
You will then see a pop-up window asking you to confirm that you want to generate a live and non-secure public link. Check the box and select Generate Public Non-secure Link.

3
You may now copy the link and send the URL directly to a recipient and they will be able to view a table view or page view of the current report. 

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