Reports and audit
Space Works records everything that happens, so most questions (“what is out right now?”, “who keeps returning things damaged?”, “how busy were the printers last month?”) already have an answer. This guide shows where to find it.
| Screen | Tab | Needs |
|---|---|---|
| Reports and charts | Insights → Reports | The reports module, plus view_audit, view_finance, manage_printing or manage_machines depending on the report |
| Outstanding loans | Operate → Ledger | view_inventory |
| Damage, loss and overdue | Insights → Accountability | view_audit |
| Audit log | Insights → Audit log | view_audit |
| Payments | Operate → Payments | view_finance or record_payment |
| Full data export | Admin → Data export | manage_makerspace |
Reports
Section titled “Reports”Insights → Reports shows a catalogue of reports supplied by the server. You only see reports for modules your makerspace has installed and actions you hold. Each report can be filtered by date range and other fields, and is shown as an accessible chart with a table alongside.
Available reports
Section titled “Available reports”| Area | Reports |
|---|---|
| Lending | Summary, taken items, active loans, returns, damaged and missing, damaged and lost, most lent, top borrowers, recently added, QR scans, loan throughput |
| Inventory | Inventory control, import quality, procurement performance, evidence compliance |
| Machines | Machine usage, machine service, printer service, maintenance activity, certification coverage |
| Events and bookings | Event attendance, booking utilization |
| Members | Member activity, community engagement, member retention, membership revenue |
| Money | Payments ledger, payment reconciliation, revenue over time, cash book, accounting journal |
| Operations | FabLab health, communications health, module operational health, audit trail |
Money reports need view_finance. Membership retention and revenue need the Membership module, and
revenue (MRR/ARR) is a projection from current plan prices, separate from money actually collected.
Months follow the makerspace’s timezone.
Every installed module is covered either by its own report or by a row in the module operational health report, so nothing you run is invisible.
Export CSV or XLSX
Section titled “Export CSV or XLSX”Choose Export CSV or Export XLSX on a report. Every export carries a provenance record (who generated it, when, for which makerspace, the report version and the filters used) as the first line of a CSV or a Provenance sheet in XLSX, so a file found later can be traced.
The inventory list and several other staff lists have their own export buttons too.
Saved views
Section titled “Saved views”With the Saved report views feature (on by default), save a report’s filters and visible columns as a named view. A manager can share with makerspace so other staff can open it. Opening a shared view still checks that you are allowed to see the report.
Schedule a report
Section titled “Schedule a report”To have a report delivered regularly:
- In Insights → Reports, start a new report schedule.
- Pick the report, a cadence (daily, weekly or monthly), the format, and the time window.
- Choose recipients: a chat destination, a list of recipient emails, or staff by recipient role slugs or recipient actions (resolved when the report is sent, so new staff are included automatically).
- Optionally send only when non-empty, or set a threshold on a metric so the report is only sent when it matters.
- Save schedule.
Recipients get a short-lived private download link, not an attachment.
The outstanding-loans ledger
Section titled “The outstanding-loans ledger”Operate → Ledger lists every item currently out: holder, item, quantity, when it went out and when it is due, with overdue loans flagged. Search by holder, email, item or box. It covers reviewed loans, direct handouts and self-checkouts together.
Accountability
Section titled “Accountability”Insights → Accountability brings together overdue loans, problems reported on public returns, repeat offenders with damage or loss records, and requesters who are currently restricted. See Loans.
The audit log
Section titled “The audit log”Every state-changing action in Space Works writes an audit entry: who did it, what, to which record and when. The log is append-only; entries cannot be edited or deleted.
Insights → Audit log lets you filter by action, actor, target, source and date range. Each loan also has a timeline combining its audit entries, scans and evidence state.
You can run an integrity verification over a range of the log. It checks the entries and reports either Fully verified or the integrity problems it found.
Payments
Section titled “Payments”Operate → Payments lists charges (loan deposits and late fees, bookings, events, machine jobs and
dues) with their status. Staff with record_payment record money received in person, choosing the
method and reference, and the receipt is kept on an append-only ledger. Read-only finance staff see the
amounts without the controls. See Payments.
Full makerspace data export
Section titled “Full makerspace data export”Admin → Data export produces a downloadable archive of the makerspace’s data. Read the on-screen disclosure first: a full export contains member contact details. Choose Request redacted export for a version with personal details withheld. Exports run in the background; the list shows when each one is ready to download.
For whole-makerspace backups and archives, see Backup and restore.
Public statistics
Section titled “Public statistics”If you switch on the Public stats page in Settings, /m/<slug>/stats shows aggregate figures to
the public. Public borrower names separately controls whether any names appear there.
How figures stay consistent
Section titled “How figures stay consistent”Closed periods are stored as metric rollups that are never rewritten. If a figure has to be corrected, a new revision is added instead, so a report you exported last month still matches the history.