Operational Reports

Operational Reports are your weekend and event report builder. After each service or event, you build a report that captures what happened, who served, and what needs attention. Reports follow an approval workflow that ensures accountability and creates a permanent record of your ministry’s operations.

What Are Operational Reports?

An Operational Report is a structured summary of a service or event. It captures:

• Who served and where
• Checklist completion status
• Incidents or observations
• Leadership notes

Reports serve as your ministry’s operational record — the documentation that shows faithful stewardship of your Safety Team’s work.

Accessing Operational Reports

1. Navigate to Admin in the sidebar.
2. Click on Reports or Operational Reports.
3. The list displays all reports for your organization.

Creating a Report

1. Click New Report (or the + button).
2. Fill in the report details:

Field	Required	Description
Title	Yes	Descriptive title (e.g., “Sunday March 23 Weekend Report”)
Type	Yes	Category of report
Reporting Period	Yes	Date range the report covers
Squad	Yes	Which squad served
Lead	Yes	The Safety Team Member who led the service
Campus	Yes	Which campus or location
Linked Events	Optional	The specific events this report covers

3. Click Save to create the report in DRAFT status.

Report Workflow

Reports follow a three-stage approval workflow:

Status	Meaning	What You Can Do
DRAFT	Work in progress	Edit, delete, or submit
SUBMITTED	Sent for approval	View only — locked for editing
APPROVED	Accepted by leadership	Archived with encrypted PDF

The Workflow in Detail

DRAFT — You build and refine the report. Add details, link events, write your notes. Only DRAFT reports can be edited or deleted.

SUBMITTED — When you submit a report, the platform captures a snapshot of live event data at that moment. This includes:

• Current assignments (who served where)
• Checklist completion status
• Any linked event data

Once submitted, the report is locked. No further edits are possible in this state.

APPROVED — A Coordinator or above reviews the submitted report and either approves or requests changes:

• Approve — The report is finalized and an encrypted PDF archive is generated for permanent record-keeping.
• Request Changes — The report returns to DRAFT status with coordinator notes explaining what needs to be revised. You can then edit and resubmit.

Best Practices

• Submit Promptly — Build and submit reports within 24 hours of the event while details are fresh.
• Link All Relevant Events — Connecting the report to specific events ensures the snapshot captures complete data.
• Be Thorough in DRAFT — Since submissions lock the report, make sure everything is complete before submitting.
• Use Clear Titles — Include the date and service type for easy identification in the report list.
• Review Coordinator Notes — When a report is returned to DRAFT, read the coordinator’s notes carefully before revising.

Next Steps

• Admin Panel Overview — Return to the full list of admin areas.