The annual report

The annual report gathers everything your organization recorded over a period into one document: the hours your volunteers gave, the work done on the ground, how often the trails were open, the weather you worked in, inspections, events and spending. It is built to be handed to a board, a funder or a land manager as it is.

Open it from Reports → Annual report in the sidebar. Owners and managers can see it; it names volunteers and their hours, so other roles cannot.

Choosing the period

Across the top are four ready-made periods: This year (January 1 to today), last year by its number, Last 12 months and This quarter. Custom takes any start and end date, up to two years apart. A period never runs past today, so a report for this year counts only the days that have happened.

The address in your browser carries the dates, so a link you send somebody opens the same period rather than whatever "this year" means on the day they open it.

Download PDF makes the designed document for exactly the period on screen: a cover with your logo, a page of headline numbers, one page each for people, work, trails, weather, and care, community and costs, and a closing thank-you. It uses your organization's primary color throughout, set in Settings → Organization details, adjusted where needed so text on it stays readable. Add a logo there too; without one the cover shows your initials.

What each section counts

People and their time is approved hours from the timesheet, with time off left out, plus hours logged on tasks by outside volunteers who are not members, plus the time of everyone who came to your events. People who came to an event and aren't on your team can appear by name under With thanks; walk-ins without an email never do. In Where the hours went, event walk-ins count under Outside volunteers, the same as on the Work report, and people who signed up by name appear as Named event volunteers. Hours from anybody marked as Paid staff on the Team page are shown separately as crew hours rather than counted as volunteer time. With thanks lists the ten people who gave the most time; the Hide names link removes the list from the page and from the PDF.

For organizations in the United States, volunteer time is also given a dollar value at the Independent Sector national rate for volunteer time, which is the figure most funders recognize.

Work on the ground counts maintenance tasks filed and tasks completed during the period. A task reopened and finished again counts once, on the day it was last finished. Typical time to close is the middle value, so one task that sat open for a year does not drag the number. Still to do is what is open today, whatever the period.

The trails counts your trails one by one, the way the daily report does. Each trail takes its own condition, or its area's or network's when it is set to follow them, and a trail on caution counts as open, because it can still be ridden. The calendar colors each day green when the trails were open, yellow when more than half of them were on caution, orange when some were closed and red when all of them were. A trail closed for part of a day counts as closed that day. Of trail time open is the share of all your trails' days that were open, so one trail closed for a month costs a month of one trail rather than a month of the whole calendar. By network gives each network the same reading.

The weather we worked in reads the daily weather recorded for your trails: rain, snow, the wettest day and the range of temperatures. A day counts as a rain day at 1 mm (about 0.04 in) or more. If you have several networks, the weather comes from the one with the most days on record, named under the heading.

Care, community and costs covers inspections recorded on structures and trails, checklists finished, events and their sign-ups, daily report updates, trail counter passes and approved expenses. Only approved expenses are totaled; if you spend in more than one currency, the largest is totaled and the others are named rather than converted.

A section with nothing recorded in the period is left out of the PDF rather than printed empty.

Good to know

• Every chart adds up to the number printed above it. Each month's hours, tasks, rain and trail counter passes sum to the period's total.
• Figures come from what is recorded in TrailsIQ. Hours still waiting on approval are not counted until they are approved.
• The numbers follow your own units: miles and inches, or kilometers and millimeters, from your profile.