Note: You muct have the Can Mange permission level assigned to you before you can access reports.

 

You can get to the Reports page by clicking the Reports tab in the navigation menu

 

 

 

Once on the Reports page, you will see a Starts on and Ends on field where you need to set the date range of your report.

 

 

There are two kinds of reports in Client Voices:

 

  1. An onscreen report which displays all insights for a date range
  2. A CSV export of all data inputted by your service for a date range.

 

To generate the onscreen report, simply click the Generate button. Otherwise, click the CSV Export button to export the report data in a CSV.

 

 

CSV export

 

This method exports all your service data into nine separate spreadsheets which correspond to the major areas of Client Voices. These spreadsheets are stripped of identifying information so you will not be able to identify specific clients. Each of the sheets is connected through id numbers. These will be explained further below.

 

  • Budget_items
  • Budgeting_services
  • Cases
  • Clients
  • Debt_updates
  • Mentoring_sessions
  • Money_mates_sessions
  • No_shows
  • Users

 

Understanding the structure of Client Voices can help you in understanding the makeup of these spreadsheets.

 

The CSV export requires a higher level of skill to analyse but enables a much deeper insight into your data.

Budget_items

 

This is a summary of data in the budget worksheets. Each record represents a single budget item. There are likely thousands of records in this sheet, so don’t be surprised if it takes some time to fully open.

 

Column

Description

id

This is the unique id of a single budget item.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

mentoring_session_id

This is the unique id for the specific session this record exists for.

 

This number corresponds to the id in the mentoring_sessions spreadsheet.

case_id

This is the unique id for the specific case this record exists for.

 

This number corresponds to the id in the cases spreadsheet.

client_id

This is the unique id for the specific client record this record exists for.

 

This number corresponds to the id in the clients spreadsheet.

budgeting_service_id

This is the unique id for your budgeting service.

 

This number corresponds to the id in the budgeting_services spreadsheet.

item_type

This tells you whether the record is for an expense item or an income item.

title

This is the name of the budget item, eg “groceries” or “rent” etc.

amount

The income or expense amount for the budget item.

frequency

This income or expense is paid by this many of timescale.

 

Eg. If this number is 3, and the corresponding timescale value is week, then this item will be paid every three weeks.

timescale

Whether the item is paid weekly, fortnightly, monthly or yearly.

 

This is influenced by frequency above.

 

 

Budgeting_services

 

This spreadsheet is a single record presenting the data you’ve entered about your budgeting service.

 

Column

Description

id

The unique id representing your organisation in Client Voices.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

Name

The name of your organisation

Phone number

Your organisation’s phone number

Address

The address of your organisation

Suburb

The suburb of your organisation

City

The city of your organisation

Active?

Tells you whether your organisation’s Client Voices tenancy is still active, which it always is. Otherwise you wouldn’t be looking at the report.

 

 

Cases

 

This is a summary of all data at the client case level. This is the level between the client record and the sessions.

 

Column

Description

id

The unique id representing the specific client case.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

client_id

This is the unique id for the specific client record this record exists for.

 

This number corresponds to the id in the clients spreadsheet.

goal

The client goal set at the beginning of the client case.

advice_type

Whether the case is ongoing or one-off

requirement

Whether the client is their by their own choise, or by the mandate of a third party

goal_achieved

If the case is closed, TRUE means the goal was achieved, FALSE means it wasn’t

opened_on

The date the client case was opened

closed?

Whether the client case is closed.

closed_on

If closed? = TRUE, the date the client case was closed

most_recent_closure

If the case has been reopened, this is the most recent date the case was closed.

case_closing_reason

The reason the case was closed.

amount_debt_paid_off

The amount of all presenting debt that was paid off, or retired through insolvency.

hardship_reasons

The reasons this client was driven to hardship. This field contains multiple values separated by commas.

hardship_category

NA

funding_groups

The funding groups that this client case is associated with.

mentoring_session_count

The total number of sessions for this client case.

 

 

 

Clients

 

This spreadsheet represents data at the client record level. This sits above the client case, so a single client record could have multiple cases.

 

Column

Description

id

The unique id representing the specific client record.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

budgeting_service_id     

The budgeting service this client is associated with.

 

This number corresponds to the id in the budgeting_services spreadsheet.

assigned_to_mentor_id

The financial mentor this client record is associated with.

 

This number corresponds to the id in the users spreadsheet.

date_of_birth    

Date of birth for this specific client record.

gender                

Gender for this specific client record.

ethnicity

Ethnicity for this specific client record.

referral_point    

Where this client was referred from.

iwi         

Iwi the client is affiliated to.

dependent_children       

The number of dependent children under the age of 18 that this client has.

partner_date_of_birth   

The date of birth of the client’s partner for where the partner is also participating in the financial mentoring sessions.

partner_gender 

The gender of the client’s partner for where the partner is also participating in the financial mentoring sessions.

partner_ethnicity            

The ethnicity of the client’s partner for where the partner is also participating in the financial mentoring sessions.

partner_referral_point   

The referral point of the client’s partner for where the partner is also participating in the financial mentoring sessions.

partner_iwi        

The iwi affiliation of the client’s partner for where the partner is also participating in the financial mentoring sessions.

city        

The city the client resides

active?

Whether the client currently ahs an open case, or closed case.

 

TRUE = open

FALSE = no case, or closed case

 

 

 

Debt_updates

 

This spreadsheet represents the data entered into the debt schedule. To understand this spreadsheet, you need to understand that there is a debt update for each session. Each record in this sheet corresponds to a debt schedule in a specific session.

 

Column

Description

id

The unique id representing the specific debt update.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

mentoring_session_id

This is the unique id for the specific session this record exists for.

 

This number corresponds to the id in the mentoring_sessions spreadsheet.

case_id

This is the unique id for the specific case this record exists for.

 

This number corresponds to the id in the cases spreadsheet.

client_id

This is the unique id for the specific client record this record exists for.

 

This number corresponds to the id in the clients spreadsheet.

budgeting_service_id

This is the unique id for your budgeting service.

 

This number corresponds to the id in the budgeting_services spreadsheet.

debt_id

The unique id for this debt that spans across sessions. This id links debt updates.

creditor_name

The name of the creditor the debt is owed to.

description

The description given to the debt item.

creditor_category

The creditor type this debt is for.

user_defined_creditor_category

If creditor type = Other (specify), then this is the creditor type as written  by the user.

creditor_type

The sub-creditor type this debt is for.

loan_type

Loan type this debt is for.

user_defined_loan_type

If loan type = Other (specify), then this is the loan type as written by the user.

debt_amount

The amount of the debt for this debt update.

secured

Whether the debt is secured or unsecured.

 

TRUE = secured

FALSE = unsecured

arrears

The total arrears for this debt update

repayment_amount

How much of the debt item is paid per frequency and timescale

repayment_frequency

This income or expense is paid by this many of timescale.

 

Eg. If this number is 3, and the corresponding timescale value is week, then this debt item will be paid every three weeks.

repayment_timescale

Whether the debt item is paid weekly, fortnightly, monthly or yearly.

 

This is influenced by frequency above.

order

Priority order given the debt

interest_rate

The interest rate for this debt item

client_number

Optional client number entered for the client’s debt with the creditor. This exists to make it easier for the financial mentor to advocate for the client.

creditor_phone_number

Optional credeitor phone number. This exists to make it easier for the financial mentor to advocate for the client.

in_debt_collection

This debt is with a debt collection agency, or an internal debt collection process.

 

 

Mentoring_sessions

 

This spreadsheet represents data at the session level, but does not include budget items or debt items. It does include the Client Check in (COMT) responses.

 

 The session sits within the client case.

 

Column

Description

id

The unique id representing the specific session.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

case_id

This is the unique id for the specific case this record exists for.

 

This number corresponds to the id in the cases spreadsheet.

client_id

This is the unique id for the specific client record this record exists for.

 

This number corresponds to the id in the clients spreadsheet.

budgeting_service_id

This is the unique id for your budgeting service.

 

This number corresponds to the id in the budgeting_services spreadsheet.

budget_timescale

The timescale by which each budget item is calculated to, and for which the entire budget worksheet is calculated to.

can_meet_basic_needs_rating

Score given to the following question on the Client Check in for this session:

 

I / we have enough to meet our basic needs and obligations

has_control_of_debts_rating

Score given to the following question on the Client Check in for this session:

 

I / we feel in control of any debt

can_manage_finances_rating

Score given to the following question on the Client Check in for this session:

 

I / we can confidently manage our finances

on_track_for_goals_rating              

Score given to the following question on the Client Check in for this session:

 

I / we are on track to achieve our goals

overall_situation             

Comment written for the following question on the Client Check in for this session:

 

Overall my / our situation is

service_respect_rating   

Score given to the following question on the Client Check in for this session:

 

I / we felt listened to, understood and respected

service_met_needs_rating              

Score given to the following question on the Client Check in for this session:

 

The [service / group / session] met our needs and expectations

improved_resilience_rating              

Score given to the following question on the Client Check in for this session:

 

I / we are better able to deal with the issues we wanted help with

service_successful_elements              

Comment written for the following question on the Client Check in for this session:

 

What did we do well?

service_could_improve

Comment written for the following question on the Client Check in for this session:

 

What could we improve on?

 

 

Money_mates_sessions

 

Data in this spreadsheet represents all Community Education and MoneyMates records.

 

Column

Description

id

The unique id representing the specific Community Education record.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

budgeting_service_id

This is the unique id for your budgeting service.

 

This number corresponds to the id in the budgeting_services spreadsheet.

start_date

The start date of the course

end_date

The end date of the course

session_count

The number of sessions this course is worth

facilitator_count

The number of facilitators who facilitated

 

 

No_shows

 

This spreadsheet is a record of all no shows recorded.

 

Column

Description

id

The unique id representing the specific no show record.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

budgeting_service_id

This is the unique id for your budgeting service.

 

This number corresponds to the id in the budgeting_services spreadsheet.

user_id

The user who logged the no show

first_name

The first name of the individual who missed the appointment

last_name

The last name of the individual who missed the appointment

appointment_date

The date of the missed appointment

 

 

Users

 

This is a spreadsheet of all the people in your organisation with a Client Voices account.

 

Column

Description

id

The unique id representing the specific no show record.

created_at

Date and time the record was created.

updated_at

Date and time the record was last updated.

budgeting_service_id

This is the unique id for your budgeting service.

 

This number corresponds to the id in the budgeting_services spreadsheet.

first_name

First name of the user

last_name

Last name of the user

email

Email address the user logs into client voices with

phone_number

Phone number of the user

is_admin

Whether or not the user has been assigned the is admin permission level

is_staff_manager

Whether or not the user has been assigned the is staff manager permission level

is_mentor

Whether or not the user has been assigned the is mentor permission level

can_view_all_clients

Whether or not the user has been assigned the can view all clients permission level

can_mentor_all_clients

Whether or not the user has been assigned the can mentor all clients permission level

can_manage_all_clients

Whether or not the user has been assigned the can manage all clients permission level