Schedule Reports
Schedule reports help you keep teacher coverage healthy across every class on the calendar. The module surfaces three views: an Overview of how the period went, a Coverage Gaps report showing what's still missing on the calendar ahead of you, and a Teacher Activity report ranking who is serving most (and who has gone quiet).
All three reports live under the Schedules category on the Reports dashboard.
Where to Find Them
- Go to Reports in the admin sidebar.
- Under Schedules in the All Reports section, click:
- Overview
- Gaps
- Teachers
The Attention (Gaps) quick-report tile on the dashboard also opens Coverage Gaps, and the Serving (This week) tile opens the Overview for this week. All three reports need only the Reports permission; Export CSV needs the Export action on the Reports row.
For background on how scheduling works (creating series, assigning teachers, tracking unavailability, swap requests), see the scheduling section of the knowledge base.
Schedule Overview
The Overview report tells you how teacher and lesson coverage held up across a chosen period -- usually "This Month" or "Last 90 Days."
What It Shows
- Quick links to Gaps (with the number of upcoming gaps) and Teachers.
- Total -- schedules in the period.
- Teachers -- teacher coverage: of the scheduled dates, what fraction had a teacher assigned. 100% is ideal; anything below 90% means too many gaps slipped through.
- Lessons -- lesson coverage: of the scheduled dates, what fraction had a lesson assigned.
- Needs Sub -- entries flagged as needing a substitute that have not yet been covered.
- Top Teachers -- "Most scheduled in" the selected range: a ranked list of the teachers who served most often.
- Most Taught Lessons -- "All time favorites": the lessons used most often across all time (this list does not follow the date range).
How to Read It
- Teacher coverage at 100% across the last 90 days: healthy. Skip to Gaps to see if the next 90 days look as good.
- Teacher coverage in the 70-90% range: you have chronic gaps. Pull Coverage Gaps to see whether they cluster in one class or one weekend.
- Top Teachers list dominated by 2-3 names: check Teacher Activity for the Available to Schedule list. If a few people are carrying the church, recruiting needs to come ahead of burnout.
- Most-taught lessons list shows the same 3 lessons: you may be re-using curriculum more than intended. Worth a curriculum review.
Date Range
Honors the standard report date range presets: Today, This Week, Last 7 Days, This Month, Last 30 Days, Last 90 Days, This Year, Last Year, and Custom range…
Export
Click Export CSV to download the period's schedule data with columns: Date, Class, Teacher, Lesson, Status. The export reflects whichever date range is currently active.
Coverage Gaps
This is the most operationally useful schedule report. Coverage Gaps ("Schedules that need attention") shows upcoming schedule entries that are missing something -- a teacher, a lesson, or a substitute.
What It Shows
For every active schedule entry between today and the look-ahead horizon (see below), the report flags any of three conditions, with a count card for each (No Teacher Assigned, No Lesson Assigned, Needs Substitute):
- No teacher assigned
- No lesson assigned
- Needs a substitute (someone bailed and the slot hasn't been re-filled)
Entries marked as holidays are excluded -- they don't need staffing.
The Upcoming Gaps list ("Next N weeks") shows for each entry:
- Date
- Class
- Issue -- one or more of "No teacher", "No lesson", "Needs sub"
- Status
- Fix -- opens the schedule so you can fill the gap right away
If nothing is missing, the page says All covered!
How to Read It
- Gaps in the next 1-2 weeks: triage immediately. These are the slots most likely to result in a Sunday-morning scramble.
- Gaps 3 or more weeks out: plan and recruit. There's still time to assign without urgency.
- Pattern: the same class shows up week after week: that class needs a primary teacher. Stop relying on substitutes; recruit a regular.
- Pattern: a single date is missing across multiple classes: likely a holiday or special service -- mark it as a holiday in the schedule so it stops appearing in gaps.
Look-Ahead Window
Use Look ahead: at the top of the page to choose 2 weeks, 4 weeks, 6 weeks, 8 weeks, or 12 weeks. The default is 4 weeks.
Export
Click Export CSV to download the gaps with columns: Date, Class, Issue, Teacher, Lesson (the teacher and lesson currently assigned, if any).
Teacher Activity
This report tells you who is serving and who has been forgotten.
What It Shows
- Two counts: Active Teachers and Haven't Taught in Period.
- Active Teachers -- "Scheduled during" the selected range: a ranked list of everyone scheduled at least once, with the number of times.
- Available to Schedule -- "Not scheduled during" the range: team members who have not been scheduled at all in the period, each with a Schedule link that opens the schedule so you can assign them right away.
How to Read It
- Top 5 names doing 80% of the serving: classic 80/20. Time to recruit -- those people are at risk of burnout.
- An Available to Schedule list of 10+ people: someone slipped through the cracks. Reach out to ask if they're still interested in serving; they may have moved, changed seasons, or just been overlooked.
- A previously high-serving name now in the Available to Schedule list: worth a personal check-in. Sometimes life changed (new baby, new job); sometimes they felt under-appreciated and quietly stepped back.
Tip: Use Teacher Activity to ensure teaching responsibilities are distributed fairly. If one teacher is carrying a disproportionate load, consider recruiting additional volunteers for that class.
Date Range
Standard presets, same as Overview.
Export
Click Export CSV to download the active teacher list with columns: Name, Email, Times Scheduled. (The Available to Schedule list is on-screen only.)
Common Workflows
- Weekly: Pull Coverage Gaps (2-week look-ahead) early in the week to triage Sunday before it lands.
- Monthly: Pull Schedule Overview at the end of each month to monitor coverage percentages over time.
- Quarterly: Pull Teacher Activity (Last 90 Days) to identify burnout risk and inactive volunteers worth reaching back out to.
Permissions
All three reports need only the Reports permission; Export CSV also needs the Export action on the Reports row.