Viewing Reports

This guide explains how to access, customize, and export reports in FC Safety Shield to meet your compliance and operational needs.

Accessing Reports

Web Portal Access

1. Log in to the FC Safety Shield web portal
2. Click Reports in the main navigation
3. Select the report type you need

Report Dashboard

The Reports Dashboard provides quick access to:

• Pre-built report templates
• Custom report builder
• Scheduled reports
• Recent reports
• Favorite reports

Report Types

Inspection Reports

View detailed inspection history and results.

Available Data:

• Inspection date and time
• Inspector name
• Equipment details
• Pass/fail status
• Deficiencies noted
• Photos attached
• Corrective actions

Filters:

• Date range
• Equipment type
• Location
• Inspector
• Status (pass/fail)
• Department

Compliance Reports

Track regulatory compliance and certification status.

Includes:

• Upcoming due dates
• Overdue inspections
• Certification status
• Compliance percentage
• Trend analysis
• Risk indicators

Useful For:

• Regulatory audits
• Internal reviews
• Management reporting
• Compliance tracking

Equipment Reports

Overview of all equipment in the system.

Information:

• Equipment inventory
• Location assignments
• Maintenance history
• Replacement schedules
• Cost tracking
• Utilization data

Deficiency Reports

Track and manage equipment deficiencies.

Details:

• Open deficiencies
• Corrective action status
• Time to resolution
• Recurring issues
• Priority levels
• Assignment tracking

Activity Reports

Monitor system usage and user activity.

Metrics:

• User login history
• Inspection frequency
• Device usage
• Response times
• Data entry patterns
• System performance

Creating Custom Reports

Using the Report Builder

1. Select Data Source

   • Choose primary data (inspections, equipment, etc.)
   • Add related data sources
   • Define relationships

2. Choose Columns

   • Select fields to include
   • Arrange column order
   • Set column formatting
   • Add calculated fields

3. Apply Filters

   • Date ranges
   • Equipment types
   • Locations
   • Status conditions
   • Custom criteria

4. Configure Grouping

   • Group by location, type, etc.
   • Add subtotals
   • Include summary statistics

5. Set Sorting

   • Primary sort field
   • Secondary sort options
   • Ascending or descending

6. Preview and Save

   • Preview report output
   • Name your report
   • Save for future use
   • Share with others

Report Builder Example

Report Name: Monthly Fire Extinguisher Compliance
Data Source: Inspections
Filters:
  - Equipment Type = Fire Extinguisher
  - Date Range = Last 30 days
Grouping: Location
Columns:
  - Equipment ID
  - Location
  - Last Inspection Date
  - Status
  - Next Due Date
  - Inspector
Sort: Location (A-Z), Then Equipment ID

Report Formats

On-Screen Reports

View reports directly in the web portal:

• Interactive tables
• Sortable columns
• Clickable drill-downs
• Real-time data
• Quick filters

PDF Reports

Professional formatted reports for:

• Audits and presentations
• Archival purposes
• Email distribution
• Print-friendly format
• Consistent layout

Excel/CSV Exports

Data exports for:

• Further analysis
• Pivot tables
• Data integration
• Custom formatting
• External reporting tools

Scheduled Reports

Automate report delivery:

• Daily, weekly, monthly schedules
• Email distribution lists
• Multiple format options
• Automatic archiving
• Conditional sending

Common Report Scenarios

Preparing for an Audit

Goal: Demonstrate compliance for regulatory inspection

Steps:

1. Generate Compliance Summary Report
2. Filter by relevant date range
3. Include all inspection records
4. Export deficiency tracking
5. Prepare corrective action documentation

Recommended Reports:

• Compliance Status Summary
• Inspection History (Complete)
• Deficiency Resolution Log
• Equipment Inventory

Monthly Management Review

Goal: Update leadership on safety program status

Steps:

1. Create Monthly Activity Dashboard
2. Include compliance metrics
3. Highlight trends and issues
4. Show improvement initiatives

Recommended Reports:

• Compliance Scorecard
• Inspection Activity Summary
• Open Deficiencies by Priority
• Cost Analysis

Equipment Inventory Audit

Goal: Verify physical equipment matches system records

Steps:

1. Generate complete equipment list
2. Group by location
3. Include tag IDs and serial numbers
4. Export to mobile-friendly format

Recommended Reports:

• Equipment Inventory by Location
• Tag Assignment Report
• Equipment Status Summary

Investigating a Trend

Goal: Analyze recurring deficiencies or failures

Steps:

1. Create deficiency report
2. Filter by equipment type or location
3. Group by failure type
4. Analyze over time

Recommended Reports:

• Deficiency Trend Analysis
• Equipment Failure Patterns
• Maintenance Cost by Type
• Root Cause Analysis

Report Customization

Branding

Customize reports with your organization’s:

• Logo
• Color scheme
• Header/footer text
• Contact information

To Configure:

1. Go to Settings > Report Templates
2. Upload logo file
3. Set brand colors
4. Configure text fields
5. Preview and save

Custom Fields

Include organization-specific data:

1. Define custom fields in equipment setup
2. Add to report builder
3. Include in templates
4. Use in filters and grouping

Calculated Columns

Create dynamic calculations:

• Days since last inspection
• Compliance percentage
• Average response time
• Cost per inspection
• Equipment age

Example:

Days Overdue = Today - Scheduled Inspection Date
(Only if Status = Overdue)

Report Scheduling

Setting Up Scheduled Reports

1. Create or Open Report

   • Build report or select existing
   • Verify filters and settings

2. Configure Schedule

   • Frequency (daily, weekly, monthly)
   • Day and time
   • Time zone
   • Start and end dates

3. Set Distribution

   • Add email recipients
   • CC/BCC options
   • Email subject and message
   • Attachment format

4. Activate Schedule

   • Review settings
   • Enable schedule
   • Set notifications

Managing Scheduled Reports

Access Settings > Scheduled Reports to:

• View all scheduled reports
• Pause or resume schedules
• Edit recipients
• Change timing
• Review delivery history
• Test report delivery

Best Practice

Schedule reports to arrive before regular meetings or review sessions for timely discussion of the data.

Report Analysis Tools

Trend Charts

Visualize data over time:

• Line charts for trends
• Bar charts for comparisons
• Pie charts for distributions
• Heat maps for patterns

Statistical Summary

Automatic calculations:

• Count of records
• Average values
• Min/max ranges
• Percentages
• Standard deviation

Drill-Down

Click on summary data to view:

• Underlying details
• Related records
• Supporting documentation
• Historical context

Exporting and Sharing

Export Options

PDF Export:

• High-quality formatting
• Embedded charts
• Professional layout
• Password protection option

Excel Export:

• Multiple worksheets
• Formatted tables
• Charts and graphs
• Formulas preserved

CSV Export:

• Raw data
• Import to other systems
• Database compatibility
• Lightweight file size

Sharing Reports

Direct Sharing:

1. Generate report
2. Click Share button
3. Enter email addresses
4. Add message
5. Send

Link Sharing:

• Generate shareable link
• Set expiration date
• Require login (optional)
• Track views

Report Folders:

• Organize reports by topic
• Share folder access
• Set permissions
• Collaborate with team

Mobile Reporting

Mobile App Reports

Access key reports on mobile devices:

• Inspection history
• Equipment status
• Due dates
• Deficiency lists

Features:

• Offline viewing
• Push to email
• Quick filters
• Simple charts

Responsive Web Reports

View full reports on mobile browsers:

• Adapts to screen size
• Touch-friendly controls
• Optimized loading
• Full functionality

Troubleshooting

Report is Slow to Load

Solutions:

• Reduce date range
• Limit number of records
• Remove complex calculations
• Schedule for off-peak hours
• Contact support for optimization

Data Looks Incorrect

Solutions:

• Verify filter settings
• Check date range
• Confirm permissions
• Refresh data
• Review source records

Export Fails

Solutions:

• Reduce report size
• Check file permissions
• Try different format
• Clear browser cache
• Update browser

Best Practices

1. Report Organization

   • Use descriptive names
   • Create folder structure
   • Tag reports by purpose
   • Archive old reports

2. Data Accuracy

   • Validate filters
   • Review results
   • Cross-check totals
   • Document assumptions

3. Efficiency

   • Save common reports
   • Use templates
   • Schedule regular reports
   • Automate distribution

4. Security

   • Control access
   • Protect sensitive data
   • Use secure sharing
   • Audit report access

Related Topics

• Inspecting Equipment - Understanding inspection data in reports
• NFC Tag Management - Equipment data that feeds reports
• Quick Start Guide - Getting started with the dashboard

Getting Help

Need assistance with reports?

• Email: [email protected]
• Phone: (555) 123-4567
• Training: Request report training session
• Documentation: Advanced reporting guide