The Custom Form Report feature lets you extract specific data from your form responses and export it as a clean, tailored CSV or PDF.
Rather than exporting every single question from a form, you can choose exactly which columns to include, rename them, and filter the data by date, client, or staff member to get exactly the insights you need.
Configuring Report Settings
Before generating a PDF, you can set up the branding, headers, and disclaimers that will appear in your exported documents. These settings will apply to all PDF report exports.
Navigate to Forms > Report Settings.
Choose between using your organisation's default account logo or uploading a custom logo specifically for reports.
Customise what information appears at the top left and top right of your documents using dynamic tokens.
Click 'View All Available Tokens' to copy and paste the tokens, or click 'Insert Token' under the Left or Right header boxes to select dynamic fields from the dropdown menu. These placeholders will automatically populate with the correct data when the report is exported.
You can type regular words around the tokens (for example, typing "Name: " before you insert the Name token) and arrange them on different lines.
A live preview will show you exactly how it will look as you type.
Review and edit the standard disclaimer notice according to your organisation's requirements. This text cannot be disabled and will appear directly below the data table on every page of your export.
Click 'Save Settings'.
Creating Custom Form Reports and Saved Views
To begin building your report, navigate to Forms > Custom Reports from the sidebar menu.
Select the specific form you want to report on from the dropdown menu. Note: Only forms with a 'Published' or 'Awaiting Response' status will appear here.
If you have an existing saved view you want to use, select it from the 'Use Saved View' dropdown menu.
In the Available Columns panel, click on the data points (columns) you wish to include in your report. You can select up to 6 columns maximum. Selected columns will be highlighted in blue.
Once you have selected your data, move over to the Selected Columns panel to organise how it will look on the final export.
Use the Up/Down arrows to change the order of the columns (from left to right).
Click directly on the column name to change the custom display name for your export (e.g., changing 'Response Date & Time' to just 'Date and Time').
Click the 'X' to remove a column from your selection.
Use the Filters panel to narrow down the specific responses you want to see.
Date Range (Required): Select your start and end dates. The maximum date range is 6 months, and you cannot select future dates.
Client (Optional): Filter responses tied to a specific client.
Staff (Optional): Filter responses submitted by a specific staff member.
Once your columns and filters are set, you can click 'Save Custom View' to save and reuse this configuration. A pop-up will appear, allowing you to name the view and set up your date range.
Relative Date Range: If you select a relative filter like 'Last Week' or 'Last 30 Days', the system will automatically calculate the date range based on today's date whenever the view is loaded in the future.
Absolute Date Range: You can also select specific start and end dates.
Click 'Save View'. This view is now stored in your account and can be loaded at any time. You can create multiple saved views for the same form.*
Before you download your data, you can preview exactly how it will look. Click 'Generate Report'.
If you change any filters or columns, simply click the button again to refresh the preview. Here, you can adjust the width of your columns by dragging the table lines left and right.
If you plan to export it as a PDF file, click 'Document Preview'. You will see how the final formatted page will look, complete with the headers and column widths you configured.
You will see how the final formatted page will look, complete with the headers you configured in Report Settings.
Choose your preferred export format:
CSV: A plain text spreadsheet
PDF: A formatted, branded document with your Report Settings configurations
Once you select a format, the system will process the file in the background. You will receive an email once the file is ready, and it can be downloaded in Reports > Download Center.
*Note: Saved views are shared across all users in your account. However, only the user who created the view (or an Account Admin) can delete it.
If you modify an existing saved view (e.g., change the columns or filters), the 'Save Custom View' button will appear again. You can either replace the original view with your new settings or save it as a new view without altering the original.
Important Notes and Limitations
Please keep the following rules in mind when building custom reports:
Reports cannot exceed a 6-month date range (no future dates).
Reports must be generated manually; they cannot be scheduled for automatic recurring delivery.
For further assistance with Creating Custom Form Reports, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.