Monthly Reporting

See your house's activity and room hire totals for every month, quarter and year, without adding anything up by hand.

1. What Monthly Reporting Is For

Neighbourhood houses report their activity hours and room hire to funders, boards and Neighbourhood Houses Victoria. Adding these up by hand from attendance sheets, room bookings and diaries takes hours, and it is easy to get wrong.

Monthly Reporting does the adding up for you. Clevero takes the records your staff already keep (sessions, Service Logs and Room Bookings) and turns them into three totals for every month, quarter and financial year. Cancelled sessions and cancelled room bookings are left out automatically, so you only count work that actually went ahead. The figures are ready for your board, your funders and Neighbourhood Houses Victoria, with no spreadsheets.

This is the first guide in the Reporting section. The other guides cover the setup behind the totals:

Set Up Programs for Reporting: Activity Purpose, preparation time and cancelled sessions.
Log Services and Coordination: Individual Service Types and Service Logs.
Record Room Bookings for Reporting: the booking fields and sessions behind the room hire totals.
Record Volunteer Hours: how often each volunteer helps, and their hours per week.

⚠️ Important: Changes show the next day. The totals update once a night, at about 1:00 AM (Melbourne time). If you add or change a session, Service Log or Room Booking today, you'll see it in the totals tomorrow morning.

2. How It Works

Your staff record each piece of work once, on the record where it happens. Every night, Clevero adds it all up into the month, quarter and year.

Reporting follows the financial year, July 1 to June 30. The totals are added up into three kinds of record:

Period (one month): only what falls inside that month. It starts filling once the month begins.
Quarter (three months): the whole quarter, including sessions already booked for later in the quarter.
Year (the financial year): the whole year, including sessions already booked for later in the year.

2.1. What Makes Up Total Activity Hours

Total Activity Hours adds five parts together. Each one comes from records your staff already keep.

Activity session hours: the length of every session that is not cancelled, excluding room bookings. Set up in Set Up Programs for Reporting.
Preparation hours: the preparation hours on those same sessions. Set up in Set Up Programs for Reporting.
Service hours: Hours Delivered on Service Logs with Type Service. Set up in Log Services and Coordination.
Service preparation: Hours Preparation on Service Logs with Type Service. Set up in Log Services and Coordination.
Coordination hours: Hours Delivered on Service Logs with Type Coordination. Set up in Log Services and Coordination.

2.2. When the Totals Update

Every night, about 12:30 AM: Clevero makes sure the financial year has its Year, four Quarters and twelve Periods.
Every night, about 1:00 AM: Clevero adds up sessions, preparation, Service Logs and Room Bookings into each month, quarter and year, and updates the three Summary totals.

Times are Melbourne time. There's nothing for you to run; the totals are ready the next morning.

3. Before You Start

The totals are only as complete as the records behind them. Check these are in place, using the guide in the last column:

⚠️ Important: To cancel a room booking, click Actions on the booking, then Cancel Room Booking and Sessions. If you change Booking Status to Cancelled / Not Proceeding by hand instead, its sessions stay active and their hours still count in Room Hire Hours. For more detail, see the How to Cancel a Room Booking guide.

4. Set Up

There's nothing to switch on in the report itself. Clevero creates the Year, Quarters and Periods for you and fills them every night. The setup that matters happens on your programs, Service Logs and room bookings, covered in the guides listed in section 3.

Once you have reported on a month, you can tick Lock Period in the Period Dates section of that Period. A locked Period keeps its totals as they are, even if older records change later. It still counts toward its Quarter and Year.

5. View the Report

You will find NH Reporting in the menu under Reports:

📘 Note: If Monthly Metrics, Quarterly Metrics or Yearly Metrics isn't under Reports, your house has a custom navigation. Contact Clevero support and we'll add them.

Watch the guided demo below to learn how to View Your Monthly, Quarterly and Yearly Reporting.

You can also follow the same steps using the written guide below.

5.1. View the Totals for a Month

Go to Reports > Monthly Metrics.
The list of Periods appears.
Open the Period for the month.
The three totals appear in the Summary section. The Activity Sessions, Services and Coordination and Room Hire sections below show what makes up each one.

5.2. View the Totals for a Quarter or Year

Go to Reports > Quarterly Metrics or Reports > Yearly Metrics.
Open the Quarter or Year.
The same Summary section appears below the dates.

6. Understand the Results

Each Period shows its totals in sections, so you can see where every number comes from. Quarters and Years show the same fields for their dates.

7. Examples

7.1. Worked Example

Say these are recorded in October:

October's Summary then shows NH Total Activity Hours of 35.5 (20 + 5 + 6 + 1.5 + 3), NH Room Hire Hours of 1.5 (90 ÷ 60) and NH Room Hire Total of $50.00.

7.2. Ways to Use the Totals

Monthly board report: open last month's Period and copy the three Summary totals.
Funding reports and acquittals: open the Year for the financial year you're reporting on.
Planning ahead: open the Quarter to see upcoming activity, including sessions already booked for later in the quarter.