---
title: "Reports overview"
description: "Every report NestliCare offers, grouped by category, plus the shared filters, export, and notes that work the same on all of them."
type: overview
updated: 2026-09-14
canonical_url: https://help.nestlicare.com/owners/reports/reports-overview
roles: ["super_admin", "center_admin"]
platforms: [web]
---
Reports live under **Reports** in the sidebar. The left rail lists every report, grouped by category; pick one and it renders on the right. Reports are admin-only; teachers don't see them.

<VideoEmbed
  src="reports-complete"
  title="A tour of the Reports hub"
/>

Facing a licensing visit? This walkthrough shows how to be inspection-ready in five minutes.

<VideoEmbed
  src="licensing-visit-prep"
  title="Get ready for a licensing visit, in five minutes"
/>

<ScreenshotWithPointers
  src="/screenshots/owners/reports/reports-index.png"
  alt="The Reports page with a categorized left rail (Children, Attendance & Safety, Staff, Billing, Operations) and a report on the right"
  caption="The Reports page. Pick a report from the left rail; it renders on the right with a shared filter and export bar."
/>

## The reports, by category

**Children**

- **Child Roster**, **Family Contacts**, **Ages & Birthdays**, **Child Documents**, **Form Completion**: roster-style lists of your children and their records.

**Attendance & Safety** (what regulators and licensing ask about)

- **Data Health**: records with missing fields (missing check-outs, unnotified incidents) so you can fix gaps before an inspection.
- **Attendance Summary**: who was present, by day.
- **Absences**: who was marked absent.
- **Arrivals & Departures**: the raw check-in and check-out log.
- **Room Ratios**: whether you're within ratio.
- **Incidents**: incident reports over a period.
- **Printable Sign-in Sheet**: a paper sign-in sheet for backup.

**Staff**

- **Staff List** and **Staff Documents**: your team and their documents and certifications.

**Billing** (money)

- **Invoices**: invoices over a period.
- **Payments**: payments received and credits applied.
- **Outstanding Balances**: unpaid balances by how overdue they are.
- **Billing Ledger**: the full transaction log.

**Operations** (running the day to day)

- **Enrollment**: a snapshot of who's enrolled.
- **Time in Care**: hours children were on-site.
- **Staff Hours**: hours worked by staff, for payroll reconciliation.
- **Meals Served by Day**: meals served, day by day.
- **Meals (CACFP)**: meal counts formatted for the US food program.

## Filters and date range

Above the report is a shared bar. Depending on the report you can filter by **center** and **room**, and set a **date range** with presets: **Today, This Week, This Month, Last Month, Last 30 Days, This Quarter**. Snapshot reports (like Enrollment and Room Ratios) show the current state and don't need a date range. Billing reports are scoped to your whole organization rather than a single center.

## Sort children by last name

On the right of the filter bar, **Sort by** switches every report between **First name** and **Last name**. With **Last name** on, each list of children is sorted alphabetically by last name (then first name) and names are shown as *Last, First*, which is the order most licensing binders and sign-in sheets use. Reports that list one row per event, like Arrivals & Departures or Incidents, group by child and keep their usual order within each child. Ranked lists such as "Absences by child" keep their ranking and only change the name spelling.

The choice applies to the on-screen tables, **Export CSV**, and **Print**, and NestliCare remembers it on that browser. The CSV also carries separate first-name and last-name columns, so you can re-sort in a spreadsheet either way.

## Export and print

Every report has **Export CSV** and **Print** in the top right. Export CSV downloads the current view with your current filters. For a PDF, use Print and choose "Save as PDF".

## Notes and data quality

Reports show an amber note when records need attention (for example "2 things to check in these records"). It only flags what a licensor would ask about or what changes the numbers on the page: missing check-outs, missing clock-outs, shifts over 12 hours, incidents with no parent notification or no action taken, rooms over capacity, and, for CACFP programs, meals with no food items. Hygiene details like a missing absence reason are not flagged. Each note carries **Fix** chips that open the page where the records live, already narrowed to the same dates and center: a missing check-out opens that day on the attendance board showing only children without a check-out, a missing clock-out opens that pay period on Timesheets, an incident gap opens the incidents list filtered to what still needs doing, a meal with no food items opens the meal records with the "No food items logged" filter on, and an over-capacity room opens that room's settings. You can **Add Note** to record context for a period ("fire drill Tuesday inflated the incident count"). Use Data Health to find and fix the underlying records.

## Which report do I use?

| You want to | Use |
| --- | --- |
| Prep for a licensing visit | Data Health, then Attendance Summary and Incidents |
| Confirm you're in ratio | Room Ratios |
| A paper backup sign-in sheet | Printable Sign-in Sheet |
| Reconcile payroll hours | Staff Hours |
| See who owes you money | Outstanding Balances |
| File the US food-program claim | Meals (CACFP) |

## Troubleshooting

**The Reports item is missing from the sidebar.** Reports may be turned off in **Settings → Features**. Turn the reports feature on to get it back.

**Export is greyed out.** There's no data for your current filters. Widen the date range or clear the center and room filters.

**A number looks off from what I saw live.** Reports aggregate your data; if you changed something moments ago, open the underlying page (like Attendance) for the live view.