How do I report on a group's participation and hours?
Overview
Reporting is the reason groups exist. This article covers where a group's numbers live, which field to trust for a total, and the one behaviour that confuses everybody: why a reservation lead's profile does not show their guests' hours.
The short version is that individual profiles report individual effort, and the Reservations and Hours Log reports whole parties. Use each for what it is for. This article is for administrators.
1. Where do I look for one group's numbers?
Start on the group's own dashboard. Two of its tabs are reporting surfaces:
- Schedule. The group's shifts, past and upcoming. This is the operational view, for "when are they next in".
- Reservations log. Every reservation linked to this group, permanently scoped to it. This is the historical view, and it is the fastest answer to "what has this partner actually done".
Because the scope is locked to the group, you cannot accidentally hand a partner somebody else's numbers.
2. Which report totals hours across all my groups?
The Reservations and Hours Log. It carries three fields that exist specifically for group reservations:
- Party size. How many people were in the reservation, lead included.
- Group name. The group the reservation was linked to, where there is one.
- Group hours logged (+ guests). The combined hours for the whole reservation, lead and guests together.
If the columns are not showing, add them with Manage fields, set your date range, and run the report.
3. Which field should I actually use for a total?
Group hours logged (+ guests), in almost every case.
It is inclusive: it covers individual reservations as well as group ones, so a party of one still contributes its hours to it. That makes it the single field you can sum for a true participation total, and the report shows that sum at the bottom of the column.
4. How are group hours calculated?
Per person. Five people under one reservation, each logging two hours, is ten hours.
The detail of how this behaves for guests with and without profiles is in How Group Reservation Hours Are Calculated and Tracked on Vome.
5. Why does the reservation lead's profile not show the group's hours?
By design, and it is worth being able to explain to a colleague.
A profile reports what that person personally did. A lead who volunteered three hours and brought four guests shows three hours, not fifteen. If it worked the other way, every keen group organizer would look like your top volunteer and your individual reporting would be worthless.
The party total lives on the reservation, not on the profile, which is exactly why the Reservations and Hours Log is the place to get it.
6. What about guests who never created an account?
Their hours are still counted. They are included in Group hours logged (+ guests), they simply have no profile of their own to appear on.
If you would rather they did have one, turn on auto-add guests in the group reservation policy, and qualifying guests become profiles with their own hour totals from then on.
7. Can I break a report down by group?
Yes. The Reservations and Hours Log lets you filter by group from the left-hand panel, alongside date ranges, opportunities, shift tags and the rest.
Its Insights view goes further: Groups is available as a breakdown dimension, and Total group hours is available as a metric, with a percentage-of-total comparison. That gives you a ranked picture of which partners contributed what over a period, rather than a flat list of rows.
The Attendees and Hours report also offers Groups as a dimension, if you are working from the attendance side rather than the reservation side.
8. Can I report across a whole category of group at once?
Group tags are how you organize that. Tagging every company as a Corporate Group lets you see your corporate partners as one set inside the Groups module, rather than remembering which twenty names belong together.
Be aware of the limit as it stands: reports break down by group name, not by group tag. For a total across a category, filter the report to the groups carrying that tag rather than expecting a single Corporate Group row.
9. Can I export all of this?
Yes. The Reservations and Hours Log has an Export button, and every visible field goes into the file, including party size, group name and group hours logged. Set your columns before exporting, since the export follows what is on screen.
The schedule export includes group and guest information too, so you can see which individuals sat under each reservation.
The group's own Members and Guests tabs export as well, which is the quickest way to hand a partner a list of who came.
10. A reservation is missing its group name. What happened?
It was never linked to one. That happens when the group reservation policy does not require a link, or when the reservation was made before the group existed.
Two things to do:
- Fix the record. Open the reservation and set its associated group, which restores it to your reporting.
- Fix the cause. In the group reservation policy, turn on requiring a link to an existing group, and allow creating a new one during the reservation so that a new partner is not blocked.
This is the single most common reason a year-end group report comes up short. An unlinked reservation is invisible to group reporting no matter how many people were on it.
Summary
- For one group, use its dashboard: the Schedule tab for what is coming, the Reservations log for what has happened.
- For totals across groups, use the Reservations and Hours Log.
- Group hours logged (+ guests) is the field to sum. It includes individual reservations too.
- Hours are counted per person. A lead's profile shows only their own hours, deliberately.
- Guests without accounts are still counted in the group total.
- Filter by group in the report, and use Insights for a Groups breakdown with a Total group hours metric.
- Group tags organize your groups, but reports break down by group name, so filter to the tagged groups for a category total.
- Export carries every visible column, so set your fields first.
- A reservation with no group linked is invisible to group reporting. Require the link in the policy.