CoolFocus includes a large set of ready-made reports, grouped by area. You'll only see the areas your organization uses. This is a guide to the highlights; the full list lives in the Reports area of the app.
Most giving "reports" people ask for, gifts received in a quarter, a year, or a custom date range, are a Contributions segment: filter Date Received, then Save As. See Pulling giving for a date range (quarter, year, or custom) in the Giving section for the exact clicks; the built-in reports below are for totals, trends, and PDF summaries.
Donor and contribution reporting, including:
• Giving Summary and Contributions by Date, totals and trends over a period.
• Contributions by Fund / Donor / Source / Tender Type / Deposit, slice giving the way you need.
• Donors by Source, First-Time Donors, Inactive Donors, LYBUNT / SYBUNT (last-year / some-year-but-unfortunately-not-this-year) for lapsed-donor follow-up.
• Pledges (by fund, by source, status, delinquent), Fund Status, In-Kind Gifts, Honors & Memorials, Deductible Totals.
• Donors by Geography, a map view by state, county, or zip.
Year-to-date figures behind these reports, including LYBUNT/SYBUNT and the Donors list, are computed against your organization's Current Year dates set at Settings > Give Settings > Giving Info. If that period has closed and nobody has rolled it forward, totals keep reflecting the old year; see Donors and Contributions for details.
The Top Donors by Period drill-down does not currently limit results to the fund or period you clicked. If you need top donors for one fund in one year, build a Contributions segment instead, see Top donors for a specific fund and year for the exact clicks.
Online payment processing reports, for organizations using CoolPay:
• Failed Payments, failed payment attempts over a date range, with counts and amounts, a breakdown by failure reason, and how many were recurring gifts. Use this to find donors who need a fresh payment method without checking every payment one at a time. See Fixing Failed & Missed Payments for the follow-up steps.
• Current Recurring Donations, a live list of active recurring gifts that are not paused or cancelled, with donor, amount, cadence, and status. Dashboard cards show the current count, total scheduled amount, and average gift, plus a breakdown by frequency. The data view groups rows by frequency so you can total by cadence. Use this instead of exporting contributions to Excel and filtering by hand. Seeing this report requires View permission on recurring contributions; staff without that permission won't see it listed in Reports. See Recurring Contributions for what the underlying record tracks.
Clinical and client reporting for CPC organizations, including:
• Location Overview and Location Statistics, the headline center numbers. (These were called Center Overview and Center Statistics in CoolFocus 3.)
• Cases, new cases, open cases, outcomes.
• Client Demographics and client listings by location, source, age, and more.
• Pregnancy data, pregnancies by weeks, babies born/due, test results.
• Visits, demographics, follow-up, by counselor, statistics; plus Ultrasound and STI results.
• Gospel/spiritual metrics where your center tracks them, including Concepts Shared and Services & Resources.
Some reports carry a different name in CoolFocus 5 than the one you used in CoolFocus 3, so searching the old name in the Reports list won't find them. The two asked about most often:
• Resources Provided is now Services & Resources. It lives under Reports > Clients & Care, grouped with the other gospel and spiritual metrics reports, next to Concepts Shared. It covers the resources and services handed out at a visit, and includes only visits where a resource was actually recorded, so its total is smaller than your total visit count.
• Visits by Primary Reason is now Visit Statistics. Unlike Services & Resources, it includes every visit in the date range you choose. If you want the same grouping you had in CoolFocus 3, open Visits, set your date range, and group by Primary Visit Reason.
Because those two reports count different things, Services & Resources and Visit Statistics are not interchangeable and their totals will not match. Earlier in the CoolFocus 5 rollout they did print the same numbers; that was a defect, since Services & Resources was not yet filtering to visits with resources. The numbers you see now are the corrected ones.
Also from CoolFocus 3: the old Concepts Shared report keeps its name, and adoption conversation data no longer has its own report, it appears as a resource line inside Concepts Shared.
• Material Services, a summary of material assistance given to clients over a date range: items given, dollar value, and the per-source breakdown, with client statement and detail CSV export for centers with the right permission. Set a Start date, End date, and optional Location, then click Run. The report uses the same Date Range chip as other reports, and the KPIs update to match the exact window you select.
Material Services lives under Reports > Client Services. If it is not listed for someone, the report is being hidden by permissions rather than missing from your plan, the same way the Compliance reports below only show up for staff who hold the right permission. See Material Services is missing for an administrator below before assuming it needs to be turned on.
Three reports for demonstrating AAAHC compliance (who is reviewing charts, who is accessing them, and what's outstanding), each with date-range and center filters and CSV export:
• Unsigned Encounters, every encounter currently awaiting physician sign-off, organization-wide. This includes normal CoolFocus review workflows as well as older "Send to Physician" visits sent from the previous system before the workflow engine existed, so the report stays accurate during the migration between systems. Each row shows the source, how long it's been pending, and the assigned reviewer. Filter by date range or by a specific center. A start and end date are both required: if you click Run with either blank, the report shows a validation message and does not load results. If a center filter excludes some older-system items that have no resolvable center, the report and its CSV export both call out how many were left out rather than silently dropping them.
• Overdue Sign-Offs, approvals that missed their policy timeout, plus the on-time signing percentage: the key number an AAAHC surveyor asks for. Sends from the previous system have no timeout policy to measure against, so they're called out separately as a "no timeout policy (legacy)" count instead of being folded into the on-time percentage. If nothing has completed yet in the selected date range, the on-time percentage shows as "N/A" rather than a misleading 100%. Filter by date range or by a specific center.
• Chart Access Log, the "who is accessing this clinical record" evidence trail. Lists every time a clinical chart's detail was opened or a physician review sheet was opened, with the accessing user, the record, the surface, and the timestamp. Filter by date range and by user. Scope: this records chart-detail opens and review-sheet opens in CoolFocus; it does not include list/grid summaries, access from the previous system, or attachment/image views on their own. If a date range returns more rows than the report can display, a notice tells you to narrow the range; the same notice is included in the CSV export.
All three reports are org-wide views for medical directors and compliance staff. They complement, rather than replace, an individual physician's own Physician Review Queue, which only shows that physician's own assignments.
Access to the compliance reports is permission-gated, and a user who lacks the right permission will not see the report listed at all:
• Unsigned Encounters and Overdue Sign-Offs require both access to the CPC (clinical) module and View permission on visits. Medical and clinical staff with visit access typically already meet this.
• Chart Access Log is restricted to administrators, the same posture as the User Access Log, since it is an org-wide audit trail of clinical record access.
If a report you expect to see is missing from the Reports area, check with an administrator about your module and entity permissions.
Someone with an "administrator" job title does not always have the CoolFocus Administrator flag, and that flag is what report visibility actually checks:
• Open Settings → Security → Users, open that person's profile, and confirm the Administrator checkbox is turned on. Being in a user group named "Administrator" is not the same thing, only the checkbox on the person's own profile grants access to every report.
• If the checkbox is off, either turn it on, or leave the person as a non-administrator and instead check their user group's permissions: they need View access to the Client Services module and its material assistance records for Material Services to appear in Reports.
• The client statement and detail CSV export on this report needs its own permission on top of viewing the report, so a user can sometimes see the report but not the export.
• After changing a permission or the Administrator checkbox, have the person sign out and back in before checking again.
See User Groups: What Staff Can Open and Change to review or change these settings, and Troubleshooting: A module icon is missing from the sidebar if the whole Client Services area, not just this one report, is missing.
• Requests by Status, Services Delivered, Referrals by Outcome.
• Clients by Geography.
• Love INC Annual and Quarterly reports for affiliate reporting.
The Services Delivered report's Data tab includes a Phone Number column (with Phone Extension available through the column chooser), pulled from the household's primary contact phone. Add it if your team needs a quick way to follow up by phone on services delivered.
The Total Volunteers and Unique Volunteers widgets on the Love INC Annual report, and the Volunteer Hours widgets on the Love INC Quarterly report, count only people on time sheets where the Staff checkbox is off. This keeps paid staff hours out of the volunteer totals your affiliate reports send to Love INC National.
To make sure someone's hours land in the right bucket, check their person record: turn on Volunteer for community volunteers, and turn on Staff for paid employees. A person can have both flags on, but only their non-staff time sheets count toward these volunteer totals.
• Volunteer Contact List, Volunteer Summary, Volunteer Service Time (hours), Volunteers by Birthday.
• Volunteer Training & Documents, one place to see who has finished training and turned in required paperwork. It covers training completion (with a completion date), the volunteer application, references, statement of faith, and the confidentiality/HIPAA agreement. Dashboard cards total each item across your volunteers, and the data grid lists every volunteer with a status and date for each item, so you no longer have to open each volunteer's record to check.
• People by Source, where your contacts came from.
• Incomplete Addresses, a data-quality checklist for cleanup.
Most one-off questions are faster to answer by filtering a list, see "How do I find...?" with Filters, and you can save your own report for anything you'll run again.
If you are looking for a report by its CoolFocus 3 name and cannot find it, it may simply have been renamed, see the two examples under Clients & Care above, or it may now be better answered as a saved segment: Saving & Sharing Segments.
