License Summary Report

79 STEPS

1. This tutorial shows how to use the License Summary report to see which officials have not yet recertified their referee license or have upcoming expirations for Safesport or Background checks.

2. To start, click the arrow next to Availability to expand the dropdown.

3. Click License Summary.

4. In this report, blank cells indicate that the license is either expired or otherwise missing from the Learning Center. The Learning Center does not provide historical data of expired licenses, Safesport, or Background checks.

5. Let's explore the use of filters to create some useful reports. Click Actions.

6. Click Filter.

7. Click Column to show the available columns to filter.

8. Let's start with Referee Expiration Date, which refers to Referee licenses.

9. Click Operator

10. Click is null. This filter will show all the officials who do NOT have a current referee license. The Learning Center does not provide historical data to indicate when the official's license expired.

11. Click Apply.

12. The list now displays all officials who do NOT have a current referee license.

13. You can display all rows, save your display as a report, and download it at any time. For now, let's add some additional columns and filters to look at various combinations across referee license, Safesport, and Background checks.

14. Click Actions, then Columns.

15. Double Click City to display the City of the official within this report.

16. Double Click Zip to also display the Zip code of the official.

Displaying the City and Zip will help assignors find officials they work with to encourage recertification.

17. Move these columns towards the left of the report by clicking the up arrow.

18. Each click of the up arrow will move these items towards the left of the report.

19. Click Apply when finished.

20. Let's now add a filter to look at upcoming Safesport expirations for these officials who have not yet recertified. Click Actions.

21. Click Filter.

22. Click the dropdown under Column.

23. Click Safesport Expiration Date

24. Click the dropdown under Operator.

25. To look into the future, click is in the next ...

26. Type 30 in Expression and click on the time item dropdown.

26b. Click

27. Click days

28. Click Apply

29. Our report now shows all the officials who have do NOT have a current referee license AND whose Safesport will expire in the next 30 days.

30. Let's also add a filter to see which of these officials will ALSO have a Background check that expires in the next 60 days. Click Actions.

31. Click Filter

32. Click Column

33. Click Background Expiration Date

34. Click Operator

35. Click is in the next

36. Type 60 in Expression and click on the time item dropdown.

36b. Click

37. Click days

38. Click Apply

39. The report now displays officials with expired referee licenses whose Safesport expires within the next 30 days AND whose Background check expires in the next 60 days.

40. Any of the filters can be unchecked to turn them off temporarily.

41. To turn the filter back on, check the box to the left of the filter.

42. By turning off the Referee Expiration Date is null filter, this report now shows officials who have Safesport expiring in the next 30 days AND a Background check that expires in the next 60 days.

43. To Edit a filter, click inside of it.

44. Click Expression

45. Let's change 60 days to 30 days in the Expression area to match the time period we have for Safesport expiration.

46. Click Apply

47. Our report now shows all officials who have both Safesport AND Background check expiring in the next 30 days.

48. For this next example, let's simply look at which officials have not recertified yet. We turned off the Safesport and Background filters and turned on the Referee Expiration Date is null filter.

49. To save your settings as a report that you can access on a regular basis, click Actions, Report, then Save Report.

50. Name your report in the Name field. Add a description if you wish.

51. Click Apply when finished.

52. Click your Saved Report to see the dropdown of available reports.

53. Go back to the Primary Report to adjust filters and save your new settings as a different report.

54. For this next example, we'll look at certified officials whose Background check will expire in the next 30 days.

55. Turn on the Background Expiration Date is in the next 30 days filter.

56. Click inside the Referee Expiration Date filter to Edit it.

57. Click Operator

58. Change the operator to is not null

59. Click Apply

60. These settings show officials who are currently certified but have a Background check expiring in the next 30 days.

61. Let's save these settings as a report so it can be accessed conveniently in the future. Click Actions.

62. Click Report, then Save Report.

63. Name your report and click Apply when finished.

64. Repeat these steps to configure and save as many reports as you wish.

65. This combination of filters will show officials currently licensed whose Safesport will expire in the next 30 days.

66. Save this configuration as a report if you wish.

67. Name your report and click Apply.

68. If you plan on downloading or emailing this report, be sure to display All Rows using the Rows shortcut dropdown.

69. Click All

70. To download or email this report, click Actions.

71. Click Download

72. Choose the report format from the available options.

73. Click Download

74. To send the report as an email attachment, move the Send as Email toggle to the right.

75. Fill in the To, Cc, and Bcc fields as needed, and edit the Subject line and/or Body of the email as you wish.

76. Click Send when ready to send the email.

77. To see all licenses for each person in the directory with a USSF ID, click USSF Licenses in the menu.

78. This report shows each license across disciplines for a specific person on separate rows. The Learning Center will only show current referee licenses in this report.

79. Thank you for watching the tutorial on the License Summary report, setting filters, saving reports, and downloading or emailing reports.