Forms help you collect a lot of data across your organisation. Think of cleaning checklists, incident reports, equipment orders or a satisfaction question after a training session. Until now, you could mainly review those submissions one by one or export them to a spreadsheet. With Reports, you can now build charts from that data directly in Oneteam.
As an organisation admin, you build exactly the reports you need. You can see at a glance how often a form is completed, how answers develop over time, and where the differences are between communities or function groups. All reports for a form sit together on one page, so you get a complete dashboard per form.
Where to find reports
Open the form you want to analyse and go to the Reports tab. If you have not created a report yet, you will see an empty page with a Create report button. You only see this button if you have permission to manage the form.
Creating a report
Follow these steps:
Open the form and go to the Reports tab.
Click Create report. The configuration panel opens on the right.
Configure the report using the settings described below. The preview next to your settings updates with real data, so you immediately see what you are building.
Click Create report to save it. The report appears in the overview straight away.
The settings
Name: the title shown above the report in the overview. Choose something your colleagues will understand too, for example "Incident reports per week".
Chart type: the shape of your chart. Your choice here determines which other settings are available.
Displaying: the value you measure. This is either the number of submissions, or the answer to a specific question combined with a calculation such as average, sum, highest or lowest value.
Grouped by: what you plot the data along, for example the submission date, the answer to a question, the community or the function group.
Measured by: an extra split within your chart. That way you see not just the number of submissions per week, but also how those are divided across communities.
Date range: the period you want to see. Choose the last 7, 14, 30, 90 or 365 days, all submissions, or a custom period.
Filters: limit the report to part of your data, for example one community or one function group.
Not every combination is possible, and that is by design. For a line or area chart, Grouped by is always set to the submission date, because you are showing a development over time. For a pie chart, the date and the split are not available, and for a gauge you only keep Displaying, Date range and Filters. Options that cannot be used are not selectable and explain why.
If your form is anonymous, community and function group do not appear anywhere in the settings. Anonymous submissions therefore stay anonymous in reports too. If you use statuses on a form, you can use the status as a split or as the grouping in a pie chart.
The chart types
Line: a development over time, for example the number of submissions per week.
Area: the same as a line, with a filled area below it for more emphasis on volume.
Bar: a comparison between answers, communities or periods side by side.
Stacked bar: what each bar is made up of, for example submissions per day split by location.
Pie: the distribution across answers or groups, with percentages and a legend.
Gauge: one number as a KPI, for example total submissions or an average score.
Configuring a gauge
For a gauge, you can use extra settings to put the number in context:
Minimum and maximum: the lower and upper limit of the gauge. If you leave these empty, Oneteam calculates them from your data.
Reference value: a target that appears as a marker on the gauge.
Reference label: the name of that target, for example "Goal". You see this label when you hover over the marker.
Bands: coloured sections on the gauge. For each band you set a start, an end and a colour, so you can see at a glance whether a value is healthy or a reason for concern.
The reports overview
Every saved report gets its own block on the reports page, showing the name, the chart, a label with the selected period and, below that, the step size used, for example per day, per week or per month.
At the top of the page you will find a date selector and filters for community and function group. When you change those, all reports follow along. If a report already has a fixed period or filter in its own settings, it ignores the page filters and shows a label with its own setting. That way, a report you deliberately built for one location never quietly turns into something else.
Managing reports
The menu with the three dots on a report gives you the following options:
Edit: change the name or the settings, with the same live preview as when creating.
Duplicate: make a copy to build a variation without configuring everything again. The copy opens straight in the configuration panel.
Delete: remove the report. We ask you to confirm first.
Export as CSV or XLSX: download the data behind the chart to work with it further in a spreadsheet. The file contains exactly what you see on screen, including the period and filters that are active at that moment.
Who can do what?
Creating, editing, duplicating and deleting reports is only possible if you have permission to manage the form. A moderator without editing rights sees all reports and their data, but no options to change anything. Anyone who can view the reports can export them.
Good to know
The data in a report is cached briefly and refreshes automatically as soon as new submissions come in. If you do not see something right away, refresh the page.
For an average, highest or lowest value, periods without submissions show as a gap in the line. They are not counted as zero, because that would distort your average.
If there are a lot of answers or groups, the report shows the largest ones with a note that you are seeing a top 20 or top 50.
Feel free to reach out on the live chat if we can advise or help you with anything. 👉