Single Form Detail Report: Deep Analytics for One Form at a Time

When your church runs Vacation Bible School registration, you need to know more than just how many families signed up. Which age groups are filling fastest? Are parents choosing morning or afternoon sessions? What themes keep appearing in the “special requests” field? And if you’ve set a capacity limit of 120 kids, how close are you to filling up—and when might you hit that cap based on current sign-up velocity? The same questions apply to connection cards, baptism sign-ups, mission trip applications, volunteer interest forms, and event registrations. Every form tells a story, but that story is buried in raw submission data until you have the right tools to surface it.

Why Individual Form Analysis Matters

Church leaders often juggle dozens of custom forms. The Forms Overview and Submissions by Form reports give you the big picture—which forms are active, how many submissions you received, and who’s engaging across multiple forms. But when you need to understand one form in depth—what people actually chose, how they answered open-ended questions, where they’re located, and whether your capacity or payment goals are on track—you need a report built for that purpose. The Single Form Detail report is that tool. It isolates a single form and delivers everything from high-level metrics to field-by-field answer distributions, text response highlights, geographic reach, payment summaries, capacity status, and a paginated table of every submission with parsed field values.

From Connection Cards to Event Capacity

Imagine you’re analyzing your Sunday connection card. The Single Form Detail report shows you how many people chose “First-time visitor,” “Returning guest,” or “Member” in the visitor type dropdown. It surfaces completion rates for each field so you can see if people are skipping the prayer request box or the small group interest checkbox. The Text Spotlight section pulls representative quotes from open-ended responses, giving you a quick sense of what people are sharing—prayer requests, feedback, or questions. For event registrations with capacity limits, the report shows a progress bar with used slots vs. remaining spots, projected fill days based on current velocity, and days remaining until a deadline if configured. For payment-enabled forms, you get total revenue, average payment, payment count, and highest payment for the period.

AI-Powered Insights and Pastoral Follow-Up

The Single Form Detail report includes an AI-powered Response Analyst panel that analyzes all submissions and identifies themes, patterns, and actionable insights in plain language. It considers field distributions, text responses, and submission trends to produce a summary tailored to that specific form. You can expand the full analysis, save it as a brief PDF for leadership, or schedule the report to be emailed automatically. The report also highlights repeat submitters (people who submitted 2+ times) and flags a pastoral alert when someone has submitted 3 or more times—useful for spotting potential duplicate entries or people who need extra follow-up. First-time submitters for this form appear in a snapshot card with links to drill into the Who Submitted report for more context.

In this article, we’ll overview the OnlineGiving.org Single Form Detail Report.

Single Form Detail Report User Guide:

The Single Form Detail report provides a comprehensive analytics dashboard for any individual custom form. Accessed at /admin/formreports/form_detail, it requires you to select a form from a dropdown before displaying data. Once a form is selected, the report shows everything from at-a-glance metrics and period-over-period comparison to field distributions, text spotlight, geographic reach, payment summaries, capacity tracking, and a full paginated table of submissions with each form field as a column. The report supports date range filters, campus filtering (for multi-campus churches), CSV export, PDF generation, scheduled email delivery, and an AI-powered Response Analyst that summarizes themes and insights.

Key Takeaways

• Form-Specific Deep Dive: Analyze one form at a time with full field-level detail, choice distributions, and text response highlights.
• Period Comparison: Compare current vs. prior period for submissions, unique people, and anonymous percentage with percent-change indicators.
• Field Distributions & Completion: See how many people chose each option in dropdown/radio/checkbox fields and how completion rates vary by field.
• Text Spotlight & Geographic Reach: Sample open-ended responses and see where submitters are located when address or IP data is available.
• Payment Summary & Capacity Tracking: For payment-enabled forms, view revenue totals and averages. For capacity-limited forms, see fill progress and projected fill days.
• AI Response Analyst: AI-powered insights tailored to this form’s responses, with optional briefing PDF export.

Table of Contents

1. Accessing the Report
2. Selecting a Form
3. Period Comparison Cards
4. Submission Trend Chart
5. Day-of-Week Patterns
6. Field Distributions (Answer Analysis)
7. Field Completion Rates
8. Text Spotlight
9. Geographic Distribution
10. Repeat Submitters
11. First-Time Submitters
12. Pipeline Health
13. Payment Summary
14. Capacity Tracking
15. Submissions Table
16. AI Summary Panel
17. CSV Export
18. Date Range & Filters
19. Campus Filtering
20. Scheduled Email Reports
21. Frequently Asked Questions

Accessing the Report

To open the Single Form Detail report:

1. Log in to the control panel.
2. In the left navigation, expand “Custom Forms”.
3. Click “Reports” to open the Custom Form Reports hub.
4. Click the “Single Form Detail” card, or go directly to /admin/formreports/form_detail.
5. Select a form from the dropdown in the filter bar. The report loads automatically once a form is selected.

The report page is only visible to users with Donor Admin or Custom Form Admin role. If no form is selected, a prompt appears asking you to choose a form from the dropdown.

Selecting a Form

The Forms dropdown at the top of the report lists all custom forms in your domain, sorted alphabetically by title. Use the searchable dropdown to quickly find a form by name. When you select a form, the page reloads with that form’s data. You can switch between forms at any time by choosing a different form from the dropdown—the change auto-submits and reloads the report.

If the selected form has no submissions in the chosen date range, the report shows an empty state with a message such as “No Responses During This Period” and a suggestion to try a wider date range (e.g., Last 90 Days). If the form is not found (e.g., deleted or invalid ID), an error message appears.

Period Comparison Cards

The report automatically compares the selected date range to an equal-length prior period. For example, if you choose Last Month (January 1–31), the prior period is the previous month (December 1–31). A comparison bar at the top shows the current period label and the prior period label.

Three metric cards display side by side:

• Submissions: Total submissions in the current period vs. prior period, with a percent-change indicator (up, down, or flat).
• Unique People: Distinct submitters in the current period vs. prior period, with percent change.
• Anonymous %: Percentage of anonymous submissions in the current period vs. prior period, with percent change.

Each card shows a proportional bar for the current value and a smaller bar for the prior value. The change indicator uses color and arrows to show whether the metric improved, declined, or stayed flat.

Submission Trend Chart

The Submission Timeline chart shows daily submission counts for this specific form over the selected date range. It is a line chart with a gradient fill and smooth curve. The x-axis shows dates; the y-axis shows submission count. Hover over any point to see the exact count for that day. This helps you spot spikes (e.g., after a promotion or Sunday announcement) or lulls in activity.

The chart is filtered to this form only—unlike the Forms Overview or Submissions by Form reports, which aggregate across all forms, this chart reflects only submissions for the selected form.

Day-of-Week Patterns

The When People Submit section shows how submissions are distributed across the seven days of the week. Each day (Monday through Sunday) has a horizontal bar with a count and percentage. The peak day is highlighted with a green gradient banner at the top, showing the day name, total submissions on that day, and what percentage of all activity it represents.

Footer stats include:

• Total: Total submissions across all days.
• Daily Avg: Average submissions per day.
• Active Days: Number of days (out of 7) with at least one submission.

Use this to plan follow-up timing (e.g., if most submissions come on Sunday, you might schedule outreach for Monday or Tuesday).

Field Distributions (Answer Analysis)

For every dropdown, radio, or checkbox field on the form, the report shows a Response Distributions panel. Each panel lists every option and how many people chose it, with counts and percentages. A horizontal bar visualizes the proportion of each option.

For example, if your form has a “How did you hear about us?” dropdown with options like “Website,” “Social media,” “Friend,” and “Other,” the distribution shows how many selected each option. The top option is highlighted with a darker bar. This helps you understand which choices dominate and where you might want to add or refine options.

Checkbox fields can have multiple selections per submission; the distribution reflects the total count of each option selected across all submissions.

Field Completion Rates

The Field Completion Rates section shows, for each form field, what percentage of submitters filled it in. Fields are sorted from highest to lowest completion rate. Each row displays:

• Field name
• Animated progress bar showing the completion percentage
• Percentage and count (e.g., “87% — 52 of 60”)

Color coding helps you quickly spot problem areas:

• Green: 100% completion
• Blue: 50–99% completion
• Amber: Below 50% completion

Low completion rates may indicate a confusing field, too many required fields, or a field that users skip intentionally. Use this to refine your form design.

Text Spotlight

The What People Are Saying section shows sample highlights from open-ended text fields (text, textarea, paragraph, or user message fields). When the form has such fields and responses are at least 10 characters long, the report displays up to five sample responses in card format.

Each card includes:

• Submitter name (or “Anonymous” if no user)
• Relative time (e.g., “2 days ago”)
• Field label badge
• Truncated response text (up to 200 characters)

This gives you a quick sense of themes, prayer requests, or feedback without opening every submission. The text spotlight is especially useful for connection cards, feedback forms, or any form with open-ended questions.

Geographic Distribution

When address or IP geolocation data is available for submitters, the report shows a Where People Submit From section. It displays city-level (or region-level) counts with horizontal bars. The bar width is proportional to the highest-count location.

If your church has multiple campuses or serves a broad geographic area, this helps you see where engagement is concentrated. The footer shows the total number of unique locations.

This section is conditional—if no geographic data is available, it does not appear.

Repeat Submitters

The Most Active Submitters card shows people who submitted this form two or more times during the selected period. The count is displayed prominently, and the top three names are listed with a “+X more” link if there are additional repeat submitters. Clicking the card links to the Who Submitted report with filters applied so you can see full details for these people.

When any submitter has submitted 3 or more times, a Pastoral flag: repeat submitters alert panel appears. It lists each person with 3+ submissions, their submission count, and most recent submission time. Each name links to their user profile. This helps you flag potential duplicate entries or people who may need extra pastoral follow-up.

First-Time Submitters

The New to This Form card shows people whose first submission of this specific form occurred during the selected period. These are first-timers for this form, not necessarily first-time form submitters across all forms. The card displays the count and the top three names, with a “View all” link to the Who Submitted report.

Use this to prioritize welcome follow-up for people who just connected via this form.

Pipeline Health

When the form has email or webhook delivery configured, the info banner at the top may show pipeline health badges: Email X% and Webhook X%. These indicate what percentage of submissions were successfully delivered via email or webhook. This helps you spot delivery issues before they become widespread.

The info banner also shows the form’s Active/Disabled status, creation date, all-time submission count, payment enabled status, field count, and last submission time. An Edit Form link takes you directly to the form builder.

Payment Summary

For forms that collect payments (e.g., event registration fees, mission trip deposits), the report shows a Payment Summary section when at least one payment was received in the period. Four cards display:

• Total Revenue: Sum of all payments for this form in the period.
• Average Payment: Mean payment amount.
• Payment Count: Number of successful payments.
• Highest Payment: Largest single payment amount.

A link below the cards takes you to the Form Transactions report filtered to this form, where you can see the full transaction list and export.

If the form does not collect payments or no payments were received in the period, this section does not appear.

Capacity Tracking

When the form has a submission limit configured (disabled after max submissions), the report shows a capacity progress bar. It displays:

• Used slots: Current number of submissions (all-time) vs. total capacity
• Percentage filled: Visual progress bar
• Projected fill days: If the current submission rate continues, estimated days until capacity is reached

When the form has a deadline configured (disabled after date), the report shows days remaining until that deadline.

Use this to plan for event capacity, registration caps, or time-limited sign-ups. If you’re filling faster than expected, you might want to add a waitlist or expand capacity.

Submissions Table

The All Responses table at the bottom of the report shows every submission in the selected period. Each row is one submission; each form field appears as a column. The table includes:

• Date: Submission date and time
• Submitter: Name (linked to user profile) or “Anonymous”
• Field columns: One column per form field with the parsed value
• View: Link to view the full submission (appears on hover)

A search box above the table lets you filter rows client-side by typing any text. The table is paginated at 50 rows per page. Pagination controls show “Showing X–Y of Z” and Previous/Next buttons with page numbers. All pagination links preserve the form ID, date range, and campus filter.

Field values are truncated at 100 characters in the table; hover over a cell to see the full value in a tooltip.

AI Summary Panel

The Response Analyst — Themes & Insights panel uses AI to analyze all submissions for this form and generate a summary in plain language. It considers field distributions, text responses, submission trends, and other data to identify themes, patterns, and actionable insights.

The panel loads in the background when the report page opens. A loading state shows “Analyzing form responses and identifying themes...” until the analysis is ready. If the content exceeds 200 pixels in height, a “View Full Analysis” button expands it; you can collapse it again with “Collapse Analysis.”

A footer note reminds you that AI can make mistakes, so double-check important findings. A Save Briefing PDF link generates a PDF containing only the AI panel content, useful for sharing with leadership or staff without the full report.

CSV Export

The Export CSV button in the page header appears when a form is selected and has at least one submission in the period. Clicking it downloads a CSV file containing all submissions for that form in the date range, with each form field as a column. The export respects the current date range and campus filter.

Use the CSV for mail merges, follow-up lists, external analysis in a spreadsheet, or importing into other systems.

Date Range & Filters

The report filter bar includes:

• Date Range Picker: A calendar control for custom date ranges. Presets include Last Week, Last Month, Last 90 Days, Last Year, and Year to Date.
• Quick Links: Segmented buttons for Last Week, Last Month, Last 90 Days, Last Year, Year to Date. The active filter is highlighted.
• Run Report: Submit button to apply the selected filters.

When you change the date range and click Run Report (or use a quick link), the report reloads with data for the new period. All sections—period comparison, trend chart, submissions table, etc.—update accordingly.

Campus Filtering

For churches with multiple campuses, a Campus dropdown appears in the filter bar. Select “All Campuses” to see aggregated data, or choose a specific campus to scope the report to that campus only. The campus filter affects:

• All submission counts and metrics
• Period comparison
• Field distributions, text spotlight, geographic data
• Submissions table
• CSV export

Quick date links preserve the campus selection in the URL.

Scheduled Email Reports

Click the “Email” button in the page header to open the email settings modal. You can:

• Send Report Now: Enter email addresses and send the report immediately.
• Schedule Recurring Delivery: Choose a frequency (Weekly, Monthly, Annual) and configure recipients (admin users or form admins). The report will be sent automatically on the schedule you choose.

Scheduled email is useful for staff who want regular form activity digests without logging in each time. The email includes the report content for the selected form and date range.

Frequently Asked Questions

Who can access the Single Form Detail report?

Users with Donor Admin or Custom Form Admin role can access the report. Other roles do not see the Reports link under Custom Forms.

What is the difference between Single Form Detail and Submissions by Form?

Submissions by Form shows all forms in one table, ranked by submission volume. Use it to compare forms and see which are most active. Single Form Detail drills into one form with parsed field values, choice distributions, text spotlight, field completion rates, payment summary, capacity tracking, and submission-level analysis. Use Submissions by Form for an overview; use Single Form Detail when you need to analyze responses for a specific form.

Why does the Text Spotlight section not appear?

The Text Spotlight section only appears when the form has text-type fields (text, textarea, paragraph, or user message) and at least one response has 10 or more characters. If your form has only dropdowns, checkboxes, and radios, or if all text responses are very short, the section will not display.

How is the projected fill days calculated for capacity?

Projected fill days is based on the current submission rate for the selected period. If you received 10 submissions over 7 days, the rate is about 1.4 per day. If 20 slots remain, the projected fill is approximately 14 days. This is an estimate; actual sign-up patterns may vary.

Can I export form submissions with custom field values?

Yes. Use the Export CSV button in the page header. The CSV includes every submission in the date range with each form field as a column. The export respects the current date range and campus filter.

Why does the AI panel show “Loading” or take a long time?

The AI Response Analyst is generated on demand. In high-traffic or slow network conditions, it may take several seconds or occasionally timeout. Refresh the page to retry. The rest of the report data loads independently and is always available.

Does the Payment Summary include donations from giving forms?

The Payment Summary shows revenue from custom form submissions that include payment fields. It does not include standalone donation transactions from your main giving pages. For donation revenue, use the Giving Reports instead.

How do I schedule a Single Form Detail report to be emailed automatically?

Open the report for the form you want to schedule, then click the “Email” button in the header. In the modal, configure recipients, choose a frequency (e.g., weekly on Monday, monthly on the 1st), and set the period/date focus. Save your settings. The report will be sent automatically on the schedule you choose.

Need help setting up the Single Form Detail report or interpreting the data? Contact us at support@onlinegiving.org or (615) 206-4000. OnlineGiving.org provides courtesy setup assistance to help you get the most from your form analytics.