A huge part of reporting is making sure you have the right data available so you can create accurate and useful reports. Not having all the data you need right at your fingertips can mean you end up spending extra time having to hunt down the information you need, possibly from a number of different sources. Aside from the extra time this takes, you may need to wait for information from other people, which adds even more time to the task.

Rushing to compile reports that don’t accurately represent the current state of your business or accurate data results is useless in reports. Incomplete reports are a waste of time for you and those who intend to read them.

So, what’s the solution? You can avoid these problems and still create amazing and detailed reports by keeping all your information in one place. Sounds simple doesn’t it? Well, that’s because it is!

There are a few ways you can make sure all your vital information is exactly where you need it, when you need it. The best way to achieve this is by using Administrate! Administrate gives you a real-time overview of specific areas of data and the ability to pull the data and compare it.

When training, having access to your training data allows you to focus on your team by always having a clear picture of how your training is running. Let’s take a run through some of the most important data you should have access to at any given moment, and how you can use Administrate to store, view, and use all this vital data.


Piggy bank

Keeping an eye on the financial side of your business is important for any company. Lots of data can make the financial side of things seem quite daunting. Administrate offers ease of access by allowing you to see all of your data in one place, which gives you an overview of how you are performing financially. All the data in Administrate is updated in real-time, so you can get an exact picture of your financials at any given moment.


Sales Opps

Even though you may be overseeing training for the Sales team, chances are you might not have the full picture when it comes to your business’s sales. Administrate’s sales system shows you what deals have been closed over a certain period and what deals your Sales team has in the works. This can give you a good indicator of potential sales in the future, which will help with forecasting and effective training.

Using the sales system will also allow you to see how individual salespeople and the sales team as a whole are performing without having to spend a lot of time trying to track all the deals that have been sold or proposed for a certain time period. This also allows you to monitor how trainees are performing, which can provide valuable insight into how effective your training program is.

The sales pipeline allows you to quickly see any open opportunities, closed opportunities, the projected value of any deals, as well as the number of projected wins your sales team has secured. This allows you to report on your entire sales team with very little legwork, which can give you a much better insight into the upcoming deals your company is hopefully going to close. You can also pull all this data into a sales pipeline report, if you really want to drill into the data, or compare it to previous datasets.

If you want the full details on how to create a sales pipeline report for yourself, check out this blog post for more details.

Marketing ROI (Return on Investment)

Similar to training members of the sales team, being able to track marketing allows you to evaluate how trainees in the marketing department are performing. You can decide what marketing tasks you want to perform, but unless you’re taking the time to measure how beneficial they are, you could just be wasting a lot of time and money.

In Administrate’s marketing system, you can track your ROI on any marketing campaigns.. When the marketing department sets up a specific campaign, it can define the budget and track spending, which allows the department to track its ROI. Marketers can also enter their goals in terms of responses, leads, and sales, so they can see directly how the marketing budget converts to sales.

Download our ROI Calculator to give you a better idea of how your business is performing and see how Administrate will help you track your ROI.

Event Costs

Event costs

Whether your company provides training events for employees or customers, it is important to calculate the costs and profitability of your events, as opposed to just the revenue. Examples of event costs are items like venues, catering, or printing of materials.

Administrate allows you to set the costs to apply where needed, such as fixed costs (costs that only happen once per event, such as venue costs), everyone costs (costs that apply to everyone on the event and increase incrementally depending on how many people are associated with the event), personnel costs (costs that only apply to the number of personnel for the event), and learner costs (costs that only apply to the number of learners for the event). Administrate does all the calculations for you, and you never need to worry about muddling up those important numbers.

A quick glance at any event will allow you to see your invoiced revenue, forecasted revenue, invoiced costs, and forecasted costs at a glance, and will also display your profit underneath, so you will always have a clear idea of how much money each event is making or costing in real-time.

All this information is also displayed right at the top of the screen on each event, so it’s quick and easy to see how your revenue and costs are adding up.

Sales Ledger

Administrate’s sales ledger feature gives you the ability to view all the sales, invoices, and orders that have been created.

The data is displayed by month and allows you to see each invoice or order, along with when it was created, if the payment has been received, and how much the payment was worth, all in one handy screen. You can click on each invoice individually to drill down even further into the data, but the sales ledger allows you a quick overview of all your invoices without having to search through lots of individual invoices to gather the data.

You can also filter the data and, so the sales ledger will only display the data you need to focus on, and then download it as an Excel file if you need to.

Check out our video where Nate and Adam will talk you through Using the Financial Reporting Feature within Administrate.

Using the Financial Reporting Feature [Nate Smith & Adam Medley]
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Events & Resources


To stay organized, you always need to have a full picture of what’s going on with your events and resources. As your training and company needs change, data will also be changing constantly, so a solution that displays all information in real-time keeps you up-to-date. Administrate’s events system offers different ways to display all information relating to all your events, so you can always find the data you need.

Event Tasks

Event tasks are reminders you can set up in Administrate, which help you to run each event successfully. Event tasks can be different for every type of event you run, but they are all vitally important to make sure your event goes off without a hitch.

You can add a single task, which is a one-off task for a specific event, or create a workflow, which is set up to be applied to all your events. Workflows are perfect for routine tasks that you need to do for each event, such as organizing catering or collecting course feedback after a course has finished.

Once you’ve set your tasks up, they’ll appear right on your homepage, so you never forget about anything important you need to do! Not only that, we send you a daily task reminder email, so every morning you can get a reminder of exactly what you still have left to do and can plan your day accordingly.

Future Events

Knowing all the events you have coming up in the future is central to any planning you will be doing. You need to know what events are happening and when, so you can allocate things like trainers (without overloading them or leaving them twiddling their thumbs), venues, equipment, etc.

You can also create a Future Events report, so you can quickly display all your future events for anyone to view. For example, a particular trainer may want specific information pertaining to their training; you can create a Future Events report with data that is relevant to them.

Event Resources

Event resources

If you have resources you use for certain events, such as laptops, projectors, books, etc., then it’s important to make sure you always keep track of them. The last thing you want is to be running three training sessions at the same time, which all require a projector when you only have one projector available.

Administrate can help you keep track of all your resources so this never happens, and you know well in advance if you need to seek additional resources or maybe reschedule training to make sure it runs properly.

Once you’ve logged all your available resources in Administrate, you’ll be able to view a complete list of which resources you have, where they are based, and if they are in service. You can also click on an individual resource and see all the events it is allocated to in the future.

Alternatively, you can view individual events and see all the resources that have been allocated to each event. This can be especially handy for the person in charge of setting up the training before they begin, as you can get a full list of everything that needs to be brought along for the setup.

To prevent the risk of duplication, Administrate won’t allow you to assign a resource to an event when it’s already been booked somewhere else, so you can rest easy that all your resources are organized and where they should be!

Training Fill-Rate

Knowing enrollment numbers for your training is important because you want to make sure you are running your business as effectively as possible. You don’t want to be running three different versions of the same training that are all severely under capacity when you could just be running one larger training instead. This saves you time and money in instances where you may have three venues and three trainers when you could condense these into one. Conversely, you may have training that is always fully-booked, so you may consider putting on additional sessions.

Administrate’s event list will give you an overview of all the events you have entered into the system, as well as showing you how many trainees are enrolled. You can then compare this against how many spaces there are available in the training to see what the fill-rate is.

So Why Use Administrate?

One of our favorite parts of the Administrate system is the fact you can keep track of everything and store all your valuable information in one place. Once all your data is entered, it’s so quick and easy to find whatever you need. Having this data so easily accessible and being able to use it to pull together reports in seconds is nearly impossible to do without Administrate!

Here’s how you can use Administrate to stay organized and keep track of everything:

Document Management System

Our Document Management System (DMS) is designed so you can file and find all your important documents from one central point instead of having vital files scattered across a number of different people’s computers and inboxes. You can keep specific documents private by setting permissions based on user roles.

Using Administrate’s DMS means you never have to use paper files, shared documents, or spreadsheets ever again. You’ll never have to worry about misplacing something important, or accidentally shredding that report that was sitting on your desk. Everything is stored in one place, and everyone who needs to can access it from anywhere.

Pull Data into Reports

Having all the important data you need at your fingertips will make your life much easier, and Administrate’s ability to pull any of the stored data you have into a report means much less work for you. Administrate lets you build custom reports, so you’re always compiling the exact data you need – no dealing with pre-sets here! Just select exactly the data fields you require, as well as how you want them to be displayed, and you’ll have a beautiful report produced in seconds. You can also save the report, send it to whoever needs to see it, and set up a schedule so it will be sent out to the recipients at certain times, so they will always have the most up-to-date data available.


Storing all your data in Administrate is much more secure than having it saved on your computer. Because Administrate is cloud-based, your entire operation is run from some of the best data centers in the world. All your data is backed up nightly and stored in secure data storage facilities, meaning your entire operation is backed up, safe, and secure. Want to know more about how much you can trust us? Check out our Trust in Administrate guide for more information!

All our features are designed to save you as much time as possible so you can focus on more important things. Just think what you could do with all that extra time! Administrate will allow you to reinvest the time into being more productive, which positively affects your ROI!

Need Some Extra Help With Those Reports?

If you need some additional help on compiling those vital report, why not download our 5 Mistakes to Avoid When Writing Reports Guide?

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