Reports
How to use the Reports section in the Grassroots 360 Admin Panel to view subscription reports, uncollected subs, subscription discounts, expense payments, and expense history.
Subscriptions (Subs) Report
1
Navigate to the Subs Report
From the Admin Panel, click Reports in the left-hand navigation, then select Subs. The Subs report displays an overview of all member subscription invoices.
The Subs report gives you a complete picture of all subscription payment activity across the club.
2
Review the invoice summary counters
At the top of the page, five counters show the total number of invoices in each status: Pending, Paid, Failed, Uncollectible, and Overdue. Use these to quickly assess the overall state of subscription payments.
3
Filter invoices by status
Use the filter buttons — All, Pending, Paid, Uncollectible, Failed, or Overdue — to narrow the list to invoices with a specific payment status.
Filtering by Pending or Overdue will help you identify members whose subscriptions require follow-up.
4
View invoices for a specific player
The report lists members by team. For each member, click View Player Invoices to see a detailed breakdown of all subscription invoices associated with that player, including amounts, due dates, and payment status.
Reviewing individual player invoices is useful when a member queries their subscription payments or you need to confirm payment has been received.
Uncollected Subs Report
1
Navigate to Uncollected Subs
From the Reports section, click Uncollected Subs. This page lists all subscription invoices that have a status of Pending — meaning payment has not yet been collected.
This report is specifically focused on outstanding payments, making it easy to identify members whose subscriptions are due but unpaid.
2
Review the pending invoices list
The report displays each pending member's Name, Team, and subscription Duration. This gives you the context needed to follow up with the right families or groups.
3
View a player's invoice details
Click View Player Invoices next to a member to see the full invoice history for that player. You can review exactly which subscription periods are outstanding and the amounts owed.
Use this information to contact the member or their parent/guardian about arranging payment, or to take action such as retrying a failed payment if the payment method is saved.
Subs Discounts Report
1
Navigate to Subs Discounts
From the Reports section, click Subs Discounts. This page shows a report of subscription discounts that have been applied to members' accounts.
Discounts may be applied for reasons such as sibling discounts, loyalty rewards, or financial hardship arrangements.
2
Review Applied Discounts
The report is divided into two sections: Applied Discounts and Suggested Discounts. The Applied Discounts section shows members who currently have a discount active on their subscription, along with the discount type.
3
Review Suggested Discounts
The Suggested Discounts section lists members who the system has identified as potentially eligible for a discount based on their circumstances — for example, a family with multiple registered players.
Suggested discounts are recommendations only. You must manually review and apply them if appropriate.
4
View or edit a member's discount
Click the View button next to a member to see their full discount details. Click Edit Player to go directly to that player's profile where you can adjust their subscription discount settings.
Always confirm any discount changes with your club treasurer or committee before applying them to ensure they align with your club's financial policies.
Expense Payments Report
1
Navigate to Expense Payments
From the Reports section, click Expense Payments. This report shows all outstanding expense claims that are awaiting payment to staff or volunteers.
Expense claims are submitted by club members or staff via the Finance section. This report helps you track what needs to be paid out.
2
Review expenses to be paid
The report table displays each claimant's Name, the Total amount owed to them, and the number of claims (#Claims) making up that total.
3
Action outstanding expense payments
Review each entry in the report and arrange payment to the relevant individuals outside of the system (for example via bank transfer). Once payment has been made, update the expense claim status in the Finance → Expenses section to mark it as paid.
Keeping this report up to date ensures that volunteers and staff are reimbursed promptly and that your financial records remain accurate.
Expense History Report
1
Navigate to Expense History
From the Reports section, click Expense History. This report provides a full historical record of all expense claims that have been processed and paid through the system.
Expense History is a read-only audit trail — it records all expense payments that have already been completed, giving you a reliable financial record for the club.
2
Review historical expense records
The report displays previously paid expense claims, including the claimant name, amount, date, and description. Use this to review past payments, reconcile accounts, or respond to queries about historical expense reimbursements.
This report is particularly useful at the end of a financial year when reviewing total expenses paid out to staff and volunteers.
3
Use filters to find specific records
If the report supports date filtering, use the available filter options to narrow the results to a specific time period. This helps you locate individual payments quickly without scrolling through the entire history.