How do I report on new clients within a time period? (Native Reporting)

Follow the steps listed below to learn how to create a report that calculates the number of new clients served per quarter and the total number of new clients in a calendar year. You may also use this method to report by month or any other time period your organization uses.

Notes:

This does not report on the total number of clients served or total number of active clients. To be considered a "new client," the individual's first program enrollment must be within the time period you're filtering for.
To use this report for every new year, you'll need to copy the report and make the proper filter adjustments.

Step 1: Add Global Values

Each section in the report will filter for data within the same time period. Rather than manually add the same filter in every section, we can use two Global Values. To learn more about Global Values, click here.

Click '+ Add' in the Global Values section at the top of the report. Create one Date-type Global Value for "Start Date of Year" and another for "End Date of Year". Mark both as "Locked" to prevent users from editing them, as that would change the filters in every report section.

Step 2: Pull in relevant fields

In the first report section, pull in the following fields from various forms within the Field Choices palette:

Household Tier 1 Form

Record ID (System Fields)
- This field should be brought into the report section first to establish your Household Tier 1 form as the Root Form.
- We recommend editing the column properties and renaming this field to "Household Record ID" to differentiate it from other Record IDs in the report.

Individual/Participant Tier 1 Form

First and Last Name (Profile Details)
Record ID (System Fields)
- We recommend renaming this field to "Participant Record ID" to differentiate it from other Record IDs in the report.

Program Enrollment and Exit Tier 2 Form

Program (Enrollment Information)
Enrollment Date (Enrollment Information)
Exit Date (Exit Information)

Step 3: Edit the Section Properties

Click the green gear icon for the section. Rename the section "1st Quarter," change the Display Style to "Totals," then choose to count "Participant Profile Records".

Step 4: Add a Global Filter

Add a filter with your Global Values that states "Enrollment Date Is Between [Start Date of Year] and [End Date of Year]".

Step 5: Add a Text Calc column

Next, we're going to consolidate the fields for participants' names and IDs into one column. Expand the Special Columns in the Field Choices palette, then drag and drop a Text Calc column into your report section.

Open its Column Properties, name the column "Client Full Name," then group the section by this column.

In the Calculation Columns section, click the + icon until there are five dropdown fields. Then, select the following values in each dropdown:

First
[Static Value], then type a single space in the text field
Last
[Static Value], then enter a hyphen in the text field
Participant Record ID

Step 6: Add a Group Filter

To use a Group Filter in a report, there must be at least column in the report section that displays a Summary Value. The report filters at the top of the report will filter the entire report for data within the calendar year, while the Group Filter we add to the report section will then filter for data within the first quarter.

Open the Enrollment Date's Column Properties, then set it to display the Earliest start date. This will generate the Summary value we need to add a Group Filter.

Click the + icon next to Group Filters at the top of the report section, then create a Rule that states "Earliest Enrollment Date Is Between 01/01/XXXX and 03/31/XXXX". This will show new clients that were first enrolled into a program in the first quarter of the calendar year.

Step 7: Copy and adjust sections

Now that we've completed our first working section of the report, you'll now copy the section into the same report and name the new sections after the other three quarters of the calendar year. To learn more about copying a report section, click here.

You'll have to click the Group Filters in each subsequent section and edit them to match the appropriate quarter's dates:

2nd Quarter: "Earliest Start Date Is Between 04/01/XXXX and 06/30/XXXX"
3rd Quarter: "Earliest Start Date Is Between 07/01/XXXX and 09/30/XXXX"
4th Quarter: "Earliest Start Date Is Between 10/01/XXXX and 12/31/XXXX"

The report now calculates the number of new clients served per quarter!

Step 8 (optional): Build a Totals section

You can choose to go a step further and have the report calculate the total number of new clients within the calendar year. To do this, we'll add a final report section that displays a quick overview of our calculations in a single section.

Select '+ Add New Section' from the Report Actions menu, then open its properties to rename it to "Totals".

Next, pull in four Section Count columns into the Totals section and edit their Column Properties to select a different "Quarter" section in each column. This will automatically change the names of the columns to the section they're showing a count for.

Then, pull a Number Calc field into the Totals section. You can name this field "Unique Clients" and use the + icon next to Calculation Columns to generate four dropdown fields that add all four Section Count columns.

This section now summarizes the number of new clients in each quarter and calculates the total number of new clients across the entire calendar year in a single report section!