> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/reports-overview/create-custom-report.md). # How to Create a Custom Report Peoplevine collects over 300 data points on each CRM record. Custom reports let you select exactly which fields to export, apply filters, and save reports for repeated use. Reports can also be linked to Excel for live-refresh dashboards. ### Before you begin (Prerequisites) * **Permissions**: You must be an **Administrator**, **Supervisor**, or **Support**. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Data availability**: Records must exist in the system for the entity and time period you want to report on. ### Instructions **Build a new report** 1. Navigate to [**REPORTS > Export Data to File**](https://control.peoplevine.com/export). > **Note (Pro Dash):** Navigate to **Company Menu > Reports & Data > Export Data to File**. For people-specific exports, you can also go to **CRM > PEOPLE DATA > Export**. 2. Choose the export type from the dropdown (23 types available): My People, My People (by Attributes), Contest Participants, Business Directory, Business Directory (with Locations), Event Data, Event Guest List, Gift Certificates, Loyalty Activity, Loyalty Member Total Points, Newsletter Log, Members, Membership Activity, Member Attribute Data, Products (with Attributes), Product Inventory, Product Sales Activity, Sales Orders, Orders To Be Shipped, Subscriptions, Survey Applications, Scheduler Bookings (Appointments & Reservations), Transaction Data. 3. Click **LOAD FIELDS** to display available columns for that entity. 4. Select which **fields** to include in your report. For field definitions, see: [Peoplevine Data Dictionary](/products/control-panel-overview/reports-overview/data-dictionary-preview.md). 5. Set **filters** to narrow the data. For date-based fields, set the match to **between** and enter a date range in the criteria field. 6. Click **GENERATE REPORT**. The report is sent to a processing queue. When it is ready for download, you will receive an email notification. The page also displays a confirmation — do not navigate away before noting it. 7. Download the CSV from the email link, or return to the saved reports list to download it later. **Use date variables for recurring reports** When filtering by date, you can use variables instead of fixed dates. This keeps saved reports current each time they run: * `{@thisMonthStart@}` - `{@thisMonthEnd@}` * `{@lastMonthStart@}` - `{@lastMonthEnd@}` * `{@nextMonthStart@}` - `{@nextMonthEnd@}` * `{@thisWeekStart@}` - `{@thisWeekEnd@}` * `{@lastWeekStart@}` - `{@lastWeekEnd@}` * `{@thisYearStart@}` - `{@thisYearEnd@}` * `{@lastYearStart@}` - `{@lastYearEnd@}` * `{@today@}` * `{@today:addDays(#)@}` -- replace `#` with a positive or negative number * `{@today:addMonths(#)@}` * `{@today:addYears(#)@}` Enter the variable pair in the criteria field separated by a dash, e.g. `{@thisMonthStart@}-{@thisMonthEnd@}`. Set the **Match** dropdown to **Between (separate with -)** when using a variable pair. For a visual example and the full list of Match options, see [Peoplevine Data Dictionary — Date filter variables](/products/control-panel-overview/reports-overview/data-dictionary-preview.md#date-filter-variables). **Reload a saved report** 1. Navigate to [**REPORTS > Custom Reports**](https://control.peoplevine.com/reporting?type=custom). 2. Browse your saved custom reports. 3. Click **DOWNLOAD CSV** next to the report you want to regenerate, or click **PREVIEW** to view on screen, or **COPY REPORT URL** to get a shareable link. Alternatively, on the Export Data page, select a saved report from the saved reports list at the top and click **GENERATE REPORT**. **Link a report to Excel for live data** Use the report URL to connect Peoplevine data directly to an Excel workbook: 1. On the Export Data page, load a saved report. A URL is generated underneath the report fields. 2. Click **COPY REPORT URL**. 3. In Excel, go to **Data > Get Data > From Other Sources > From Web**. 4. Paste the URL into the URL field and click **OK**. 5. Review the data preview, then click **Load** to import. 6. To refresh the data later, go to the **Data** tab in Excel and click **Refresh All**. Add multiple report URLs to a single workbook to build a master reporting dashboard. ### Best Practice * Always toggle on **Customer Number** (`customer_no`) — this is Peoplevine's unique identifier and allows you to quickly filter or join data regardless of what other fields you include. * Start with minimal filters to see what data is available, then add filters to narrow results. This prevents empty exports caused by overly restrictive criteria. ### What Happens Next * **On the reporting side**: The CSV file downloads to your computer. Open it in Excel or Google Sheets for pivot table analysis, charts, or further filtering. * **Next step**: For pre-built reports that require no configuration, see: [How to Run a Standard Report](/products/control-panel-overview/reports-overview/run-standard-report.md). *** *Last updated: 2026-06-08* --- # Agent Instructions This documentation is published with GitBook. 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