Before You Begin:
- You need permission to access Reports.
- Decide what your question is really about. If you are asking about memberships — who is renewing, what they are billed, what type they hold — this is the right report. If you are asking about people and organizations — addresses, roles, directory listings — see the Contacts Report. The comparison further down spells out the difference.
- The exact fields available to you depend on your database. Custom fields, chapters, and roles your association has set up will appear in this list; ones you have not set up will not.
Step-by-Step Instructions
- In the left-hand rail, click Reports, then All Reports. The page opens as All Reports.
Search for and select Membership Report.
- Select your search filtering criteria. The Membership Report filters on Membership Type, Level, Membership Status, Membership Category, Chapter, Start Month, Renewal Month, Fee Item, and Bill Frequency.
For example, to list everyone renewing in a given month, set Renewal Month. - Add Additional Criteria / Filters if you need them. Click the plus icon to add a row.
Under Display Options, set Fields to Display. The report starts with a default set — Contact Name, Default Email, Default Phone, Membership, Membership Activation Type, Membership Start Date, Membership Status, and Renewal Month. Click the drop-down arrow to open the full field list, then use the search box at the top to find a field by name and tick its checkbox to add it.
- Set Summarize By if you want the results grouped. For example, choose Membership Type to group the report by type. Use Add Summarize By to group by more than one field.
- Leave Display Mode on Detail to see every row, or switch it if you only want the summary.
Click the Run Report button.
What Fields Are Available
The field list is long — a standard database offers roughly 470 fields across 28 groups. You do not need to scroll it. Open Fields to Display and type into the search box at the top; the list filters as you type and the count beside All Items tells you how many fields matched.
The groups you will see:
| What you want | Field groups to look in |
|---|---|
| Membership detail | Membership; Membership Fee Item Types; Membership Fee Item Categories; Membership Invoice; Membership Custom Fields |
| Who the member is | Contact; Contact – Primary Contact; Contact – BRP Contact; Primary Contact's Primary Contact |
| How to reach them | Contact Primary Address; Contact Phones; Contact Email Address Type; Contact Websites |
| Billing address | Purchase/Invoice Billing Address |
| How they are classified | Contact Categories; Contact Groups |
| Related records | Parent / Child Contacts; Parent Contacts; Child Contacts; Counts |
| Your own custom fields | Individual Custom Fields; Organization Custom Fields; Child and Parent Custom Fields |
| Login detail | User Account |
Four fields sit on their own at the top of the list with no group heading: Membership Id, Categories, NAICS, and SIC.
Membership Report or Contacts Report?
Both reports can show contact information, which is why it is easy to pick the wrong one. The difference is what each row of the report is.
| Membership Report | Contacts Report | |
|---|---|---|
| One row is | a membership | a contact |
| Membership detail | Extensive — dates, status, type, level, balance, billing, fee items, invoices | Minimal — Memberships, Level, and Primary Membership Type |
| Addresses | Primary address only (Default Address 1 and 2, City, State/Province, Postal, Country), plus the purchase/invoice billing address | Primary, Physical, Mailing, and Billing address groups |
| Roles | Not available | Available, one group per role type |
| Directory listings | Not available | Available |
| Use it when | You are asking a membership question — renewals, dues, status changes | You are asking a people question — mailing lists, addresses, roles, categories |
The one that catches people out: physical address
Searching the Membership Report field list for "physical address" returns no results. The report does carry the contact's primary address, but the fields are named Default Address 1, Default Address 2, Default City, Default State Province, Default Postal, and Default Country, and they sit under the Contact Primary Address group.
If you specifically need the physical, mailing, or billing address rather than the primary one, run the Contacts Report instead.
Common Report Functions
See the following: Export Reports, Email Reports, Add Report Contacts to a List/Committee, Mailing Labels, Save a Report as a New Report, Save a Report as a Favorite Report, and Report Filtering Options.
Common Pitfalls
- Searching for a field by the name you call it: The field list uses GrowthZone's names, not yours. If a search returns nothing, try a shorter word — searching address rather than physical address surfaces every address field the report offers.
- Expecting one row per member: A contact holding two memberships appears on two rows. If you want one row per contact, run the Contacts Report.
- Reaching for this report to build a mailing list: Address options are limited here. The Contacts Report is the better starting point for anything address-driven.
- Assuming everyone sees the same fields: Custom fields, chapters, and categories are specific to your database, so your field count will not match a colleague's at another association.