Report Roundup: Comparing Membership Reports

Different reports, or even the same report, can look at a set of data and produce entirely different results based on the report critera. One overlooked checkbox can skew totals. The Membership Statistics by Category report is often compared to the Comparative Membership Statistics report; comparing these results requires a deep understanding of what each report considers.

The Membership Statistics by Category report provides a snapshot of activity within each membership category for a specific time period, and includes information about upgrades, downgrades, total memberships, and income. The Comparative Membership Statistics Report compares the performance of membership categories in selected date ranges. This report includes the number of memberships or members for each membership level and the income generated.

The difference is in the report detail. The Membership Statistics by Category report documents each membership by category and the complete detail of what happened on the membership in the date range. The Comparative Membership Statistics Report shows the start and end totals of the membership categories, without providing additional detail.

Both reports follow the same formula:

Total:
 Memberships prior to (Start)
 New
 Renew Upgrade In
 Renew Down In
 Rejoin Same
 Rejoin Upgrade In
 Rejoin Downgrade In
 Upgrade During Cycle In
 Downgrade During Cycle In
Subtotal = X

Total:
 Renew Upgrade Out
 Renew Downgrade Out
 Upgrade During Cycle Out
 Downgrade During Cycle Out
 Dropped
 Lapsed (Only in the Membership Statistics by Category report, when 'Include only active memberships' is marked)
Subtotal = Y

Subtract for total:
X - Y = End Members as Of...

So, if they reports consider the same records and use the same formula, they should match, right? Here's why they might not:

1. On the Membership Statistics by Category report, you have the option 'Include only active memberships in 'Membership as of' counts'. This is a bit of a puzzle. With this option marked, the 'Memberships Prior To' and 'Memberships As Of' columns will not consider dropped memberships, but the other columns will consider dropped memberships in the count if they are part of the activity in the report. So, if a membership was dropped within your date range, you might see one transaction for that membership in the Dropped column, but the Memberships As Of column will not include a record in the count for that membership. The option to 'Include only active memberships...' is not a filter; it is a tool for analysis.
2. The Comparative Membership Statistics Report has a filter option to include Membership records with a specific Standing. This will include memberships in the report based on their Standing on the day the report is run.
3. If a query is used in one report, it must be used in the other.
4. The date range must be the same in both reports.
5. The filters tab must be the same in both reports.
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This information is also in the Knowledgebase solution BB93723.