Reports Manager

Generate polished, branded PDFs from records already in CartonCrew — a single document for instant download, or a bulk pack across many records — or the same report as a CSV or Excel spreadsheet. Runs inside your own CartonCrew with no external provider needed.

Who this is for: Editors, Admins and Owners in an organization with the Reports Manager extension enabled — generating a PDF needs Editor or above, and removing one from History needs Admin or Owner.

What’s here

Area	What it does	Where to find it
Reports	Every report the organization can make, with Created, Last changed and Last run (who and when, in the organization’s time zone; Built-in for the reports that come with it, Never if never run). Use picks a built-in report as the source.	Top of the page
Generator	Pick a source and records, set a title and options, then generate.	Reports Manager in the sidebar
History	Status of each job, with Download, Save (to your connected drive) and Delete (Admin or Owner).	Same page, below the generator

Getting a report as a PDF

A saved report becomes a PDF here, not on the Organization Insights page (which has no PDF button). The Organization Insights extension must be on too.

Open Reports Manager in the sidebar.
In Source, choose Saved reports.
Tick the report (or several) in the list below — Select all and Clear are above it.
Optionally type a Report title (it goes on the cover page), and choose Cover, Contents and Page numbers.
Click Generate PDF. One record downloads at once; for several the button reads Generate pack with the number picked, and Output chooses One merged PDF or ZIP of individual PDFs.
Packs run in the background: watch History, then click Download when the job is ready.

The PDF carries the report’s data table — each group and its value, one column per series when the report has a breakdown — not the chart itself. A Map report is not exported: its page says map reports are not exported in this version.

Building a report

Sidebar → Reports Manager → New report. You need the Organization Insights tick box (Owners and Admins hold it). Choose the Data (works, sales, exhibitions, class bookings, register sales, discounts and refunds, patrons, layaways, shifts on a CartonCrew Studio gallery; Schedule sign-ups on a CartonCrew organization: each when its module is on), tick the Columns, add Filters (+ Add filter: a column, a rule such as is, contains, is at least, is between, this month, last year, and a value), Group by, Sort and Totals, then the Layout (Title, Orientation, Footer note). Preview shows the first 50 rows and the totals; Save adds it to the Reports list with you as Created and Last changed.

When New report is missing. Custom reports are built from data your organization’s plan includes. Where a plan has none yet, Reports Manager shows no New report and says so below the Reports list; the reports already listed there still run. If the report builder cannot load its data list, it says so and offers a link back to Reports Manager; try again in a moment.

One row per group and top N. With a Group by chosen, tick One row per group, with its totals for one line per group (for example per patron) with each total worked out for that group; a sort can then be one of the totals (Total of Sale amount, Z to A). Show only the top (1 to 500) keeps only the first rows. Sales and Register sales carry Patron, Patron email and Patron city/state, the patron recorded on the sale; a sale with no patron, or whose patron was erased, reads No patron recorded. These columns follow the Patrons rule: anyone who cannot open Patrons sees them as not available, and a saved report that uses them is refused (403) when they run it. Start from a starter report → Top patrons fills the form with the 25 patrons who spent the most this year (refunded sales left out), with purchases, total, average, first and last purchase.

Schedule sign-ups

On a CartonCrew organization with the Schedule (Event Manager) on, the Data list offers Schedule sign-ups: everyone who signed up for each event and shift on the Schedule, one row per person per shift, cancellations included. Its columns are Name, Email, Phone (shown as (xxx) xxx-xxxx; a number from outside the US is shown as typed), Event, Event date, Shift date, Shift time (the shift’s name when it has no times), Shift name, Signed up by (the person who made a group sign-up for someone else; blank when people signed themselves up), Signed up at and Status (Signed up, Cancelled, Requested or Declined). Filter by Event and by a Shift date range (is between). Email and Phone are stored encrypted, so they can be shown as columns but not filtered, sorted, grouped or totaled. Start from a starter report → Schedule sign-ups ticks the whole roster, sorted by shift date, event and name, landscape.

Sign-ups report on an event (Sidebar → Schedule → the event) opens New report on that starter, already filtered to the event (and its date, so two events with the same name stay apart). Preview it, Save it, then Run it as PDF, CSV or Excel. The button shows for people with the Organization Insights tick box when Reports Manager is on.
Who can use it is the same as Reports Manager: anyone who can open Reports Manager can run a saved Schedule sign-ups report (a Treasurer included); building one needs the tick box. Nobody else can, whatever their access to the Schedule.
It reads only your organization’s sign-ups. A CartonCrew Studio gallery keeps its own Shifts data instead.

Open a saved report with Edit (or Open for someone who can only run it), choose the Format and press Run: a US Letter PDF in the chosen orientation with the organization’s logo and name, the title, the run date and page numbers, or the same table as CSV or Excel. Delete removes it.

A report is a set of choices from lists, never a query or code: the server checks every choice on every save, preview and run, and refuses anything not on the list.
Every report reads only your organization’s records, and only what your role may see. Data from a module you cannot open is listed as not available to you; a patron’s name and contact details need Patrons access, and artist payouts and commission need the payouts access. A saved report that uses a column you may not see is refused with that column named, not trimmed.
A Treasurer without the tick box can run the organization’s reports but not change them.

Ask AI

With the organization’s AI switched on (Settings → Organization → AI), New report shows an Ask AI panel: describe the report under Your request and press Ask. The AI asks clarifying questions when it needs to, then fills in the form; you check it, Preview and Save. It never sees records, only the list of data and columns you may use and what you type; it says plainly when something you ask for is not available; and its answer is checked by the server exactly like the form, so it cannot reach another organization’s data or anything your role may not see. Usage follows the organization’s AI setting (ChAImp-funded allowance or your own key). With AI off the panel is not shown.

Downloading as CSV or Excel

Sidebar → Reports Manager → pick the Source and records → Format → CSV or Excel → Generate CSV / Generate Excel (or Generate pack for several). The spreadsheet holds the same rows the PDF prints for the same person, in the same organization, without pictures.

Excel: one workbook, one sheet per section named after it, a bold header row, amounts as numbers in dollars and dates as dates. Artwork sheets go on one sheet, one row per work.
CSV: one file for a single section; a ZIP of one CSV per section when there are several.
A value starting with =, +, - or @ stays text and never runs as a formula (a CSV adds a leading apostrophe).
Documents and Engagements have no table form, so Format offers only PDF for them and the API refuses CSV or Excel (422). A Map saved report is left out of a spreadsheet; the page says so before you run it, and History lists it under Not included.

Sources

The Source picker offers only what applies to your organization: the sources of your vertical, each shown only when its extension is enabled.

On every organization

Saved reports (Organization Insights) — a saved report’s data table (the chart is omitted; Map reports are not exported).
Donor packs — year-end donor statements (Donor Management).

On an Ops organization

Documents and Engagements (Client Manager).

On a CartonCrew Studio gallery

Artwork sheets (Artwork Catalog) — one page per work: the picture, title, artist, year, medium, dimensions, price (or Sold — a sold work never shows its price), edition, label ID, and where the piece is when a location is recorded (its floor-plan place, or the free-text location from intake). Pick one work for a single sheet or several for a catalog pack.
Exhibition checklists (Exhibitions) — every work in a show in wall order, with the same fields and a thumbnail. Layout: Checklist (a table) or Wall labels (one label card per work — artist, title, tombstone line, price — two to a row, ready to cut).
Class rosters (Classes) — the students booked on a class with email, phone, when they booked and their status (Paid $x, Free, Held — awaiting payment, Refunded $y, Cancelled); refunded and cancelled students are listed separately under No longer attending. Layout: Roster or Sign-in sheet (attendees only, with a signature column).
Sales summaries (Artwork Catalog) — pick one or more artists and a From / To period (defaults to the current year to date): each artist’s sales in the period with the sale amount, artist share, gallery share, channel and payout status, and totals. A sale with a recorded payout prints the payout’s own split; a sale recorded as history has no payout, so its split is estimated at the artist’s current rate and marked with an asterisk.

An Ops organization is never offered the gallery sources and a gallery is never offered Documents or Engagements — the API refuses a source outside your vertical (422) even if someone asks for it directly, and a source whose extension is switched off is refused with the extension named (403).

Key things it does

With no source available, the page says No sources available and names only the extensions your organization can actually enable, each linked to Settings → Extensions with the sources it unlocks. If none of them applies to your organization it says so plainly.
Cover page, table of contents, and page numbers as toggleable options. The cover names the period for donor packs and sales summaries.
One record → instant download. Several records → a background pack as one merged PDF or a ZIP of individual PDFs (up to 100 per run).
When the Cloud Drive extension is on and a drive is connected, each finished run in the history has a Save button beside it, marked with the OneDrive or Google Drive icon. It saves the file to a CartonCrew folder in that drive.
Branded headers/footers using your org name, colors and logo — the gallery sources wear the gallery’s letterhead exactly as the Ops sources do.

Last updated: 2026-10-08 · Applies to: CartonCrew v1.543.0+ (CSV and Excel: AB#11846)