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Grafana Best Practices: Login, Access & Data Accuracy

This guide will help you navigate your AfterSchool HQ Grafana Analytics Dashboard, understand how to download reports, maintain data accuracy, and interpret your analytics effectively.

🔐 Login & Access Issues

Case Sensitivity

Your email and password are case-sensitive.
Login errors often occur due to mismatched capitalization.

Correct Login Link

Make sure you’re using the correct login URL:
👉 https://analytics.afterschoolhq.com/login

If you’re still having trouble logging in, try resetting your password or clearing your browser cache.

📥 Downloading Reports

  1. Click the name of the report you want to download.

  2. Click Inspect → Data.



  1. A sidebar will appear on the right side of your screen.

  2. Click Download CSV, and your report will begin downloading automatically.



💡 Tip: CSV downloads are useful for deeper analysis in Excel, Google Sheets, or your organization’s internal tools.

📈 Data Accuracy & Integrity

Maintaining clean and accurate data is essential for reliable reporting in Grafana.
Here are key factors that can affect your analytics results:

Form-Based Reports

Reports such as Demographics or Surveys rely on specific question IDs.
If your organization has customized, renamed, or duplicated form questions, those responses may not appear in reports.

To ensure accuracy, keep form field names and IDs consistent across program years.

Attendance Data

Check-in and check-out records directly impact attendance metrics.
Students who are not checked out properly may display inflated attendance durations or incorrect counts.

We recommend:

  • Regularly auditing your Check-in/Check-out data.

  • Using automated alerts for unclosed check-outs.

  • Requesting a custom attendance report from our team if needed.

Archived Data

Not all Grafana dashboards include archived students or programs by default.
You can choose whether to include or exclude archived data when configuring a report.

Finalized Sessions Only

Attendance totals are based only on finalized sessions.
Sessions marked as draft or skipped are not included in the totals.

Demographic Filters

Filters such as race, gender, or income reflect the current registrant data.
If demographic information is edited after registration, those changes won’t retroactively update older reports.

📊 Data Interpretation & Metrics

Understanding Metric Names

Metric labels in Grafana may differ from everyday terms.
For example:

  • “Present Rate” includes only sessions with confirmed check-ins.

  • Enrolled but absent students are not counted in this percentage.

Activity-Based Reports

Reports display data based on assigned activities or programs.
Ensure that participants are assigned to the correct activity in the platform to maintain report accuracy.

✅ Best Practices for Grafana Reporting

To ensure accurate and meaningful analytics, follow these best practices:

  • Use filters carefully: Adjusting dropdown filters (e.g., by site, program, or date range) can significantly change your results.

  • Double-check your filters: Always confirm that selected filters match the group or timeframe you intend to analyze.

  • Audit your data regularly: Ensure attendance, registration, and demographic information are updated and finalized.

  • Collaborate with your team: Establish consistent data entry practices across staff and instructors.

 

🧩 Custom Reports

Need insights tailored to your program?
We can build custom Grafana reports that include any combination of:

  • Registration data

  • Attendance records

  • Surveys or demographic information

  • Financial transactions

  • Program or student notes

     

📧 Email tre@afterschoolhq.com or
📅 Schedule a meeting here
 to request a custom report for your organization.

⚠️ Common Errors & Fixes

Issue

Possible Cause

Solution

Login fails repeatedly

Wrong casing in email/password

Ensure both are case-sensitive; reset password if needed.

Missing or incomplete data in report

Custom forms with renamed questions

Use the original form field names or contact support for mapping help.

Attendance data seems inflated

Students not checked out properly

Audit check-in/out records or request a closure report.

Archived data not showing

Dashboard excludes archived programs

Request a version of the report that includes archived data.

Filters not matching results

Incorrect date range or activity selected

Reset filters and reselect the correct parameters.

Download not working

Browser cache or permissions issue

Clear cache, try another browser, or contact support.