Printing a Copyright Report

Part of Managing your Activity for Copyright Purposes will often be to report what songs you have used during a certain period to your copyright license provider (e.g. CCLI). To assist you in this process, from the main window select Go | Copyright Report. You will be presented with the following dialog.

From here you can select what songs you want to include in the report, and how to count those songs. When you create and save a presentation you select whether to report usage of the songs contained in that presentation for copyright purposes - under the categories of "Projection", "Print" and "Recording". This forms the basis of what songs will be included in the Copyright Report. (Note: for specific information related to CCLI, see our page on CCLI Reporting.)

Set the criteria for running the report as follows:

Date Range - select the start and end dates for running the report. All presentations saved between these dates (inclusive) will be picked up in the report.
Include Songs ... - below the date range are three check boxes. Select which type of songs (by copyright status) to include in the report. You must check at least one box, otherwise you will get no data in the report. The copyright status of a song is set when creating or editing the song. NOTE: When reporting for "Projection" or "Print" purposes, the relevant copyright status is of the words only. When reporting for "Recording" purposes, the relevant copyright status is of the words and music.
Reporting Method - a song can be counted and included under three different categories. In order for a song to be included under a category, the presentation in which it is contained must have been tagged against that category when creating and saving the presentation. The categories are:

Projection - this records that a song has been included in a presentation (such as a Microsoft PowerPoint presentation) for projection on a screen during a song service
Print - this records that a song has been included on a printed song sheet
Recording - this notes that a song is to be included in an audio recording.

Reporting Method Types - each category of Reporting Method can be calculated in one of six ways. This determines how the songs that fall under a category are tallied for display on the report. The six calculations are:

None - if you select this option, no reporting will be displayed under this category, regardless of any other settings. If you were to select "None" for all three categories, then you would get an empty report.
First time used only - if you select this option, then a song is only included when it is used for the first time. If the first time is before the start date of the report, then the song will not be included on the report for this category. If the first time is within the date range of the report, then it will be included on the report for this category, but only once - even if it is used more than once during the date range of the report.
First time only per reporting year - if you select this option, then a song is reported the first time it is used in each Reporting Year. The start of the Reporting Year is set in the Setup Options dialog.

For example, if a song has been used four times on these dates - 2 Mar 2008, 7 Jun 2008, 26 Feb 2009, 4 Sep 2009 - and the Reporting Year starts on April 1, then the song will be reported three times, once on each of these dates - 2 Mar 2008, 7 Jun 2008, 4 Sep 2009. It will not be reported on 26 Feb 2009 because it has already been reported earlier in the same Reporting Year - i.e. 7 Jun 2008. This means that if the report date range was 1 Jan 2009 to 31 Mar 2009 then the song would not be included in the report. If, however, the date range was 1 Jan 2008 to 30 Jun 2008 the song would be included twice on the report, because the report includes data from two separate Reporting Years and includes the first time that particular song was used in each of those two Reporting Years.
Once per report - if you select this option, then a song is reported once if it has been used in the selected category one or more times during the date range of the report.
Every time - if you select this option, then a song is reported every time it is used in the selected category.
Every time plus first time - if you select this option, then a song is reported every time it is used in the selected category, plus an extra count is added if the first time a song is used falls within this report's Date Range. This option effectively allows you to include an extra count to record when a song was added to the SlideGen database - needed when reporting under some licensing schemes (e.g. CCLI, see CCLI Reporting for more details).

NOTE: If you are generating the report for the purpose of reporting your copyright activity to a copyright license provider, then please check with your license provider on the reporting rules that they require you to use. The criteria you select above must match these rules. If reporting to CCLI, see CCLI Reporting for more details.

Once you have set your desired criteria for running the report, select OK. The report will then be generated. Once generation is complete, you will see a report like the following:

If your license provider accepts a printed report for reporting copyright activity, then you may be able to simply print this report and send it to them. Please check if your license provider requires the report in any particular format. If you want to modify the report layout, please see the section on Modifying Report Layouts for further details.

If your license provider only accepts activity reporting via a website interface, then print this report and use it as a reference when entering your activity.

Saving to a Microsoft Excel file

To assist you entering your activity online (by allowing "copy and paste" from the report), the report can be generated as a Microsoft Excel file by carrying out the following steps:

Generate the Copyright Report as above
From within the above window, click the "Print" button
In the bottom third of the Print dialog, select "Print to File"
Under "Type:" select "XLS Report File"
Specify a file name in the "Where:" box
Click OK to create the file
Then open the file in Microsoft Excel