Filtering reports by date range

Most of Capitan's reports can be filtered by date. For example, the Check-Ins report by check-in date, or the Customers report by account-created date. Each date filter offers three options: no date filter, a preset period (like "Last month"), or specific dates (fixed calendar dates). The Latest Check-In Date filter on the Customers and Members reports offers a fourth, Days ago, for questions like "who has not checked in for 60 days or more."

Preset periods and Days ago are especially useful for Saved Views and Emailed Reports, because they stay current: a report set to "Last month" always shows the previous month, no matter when you open it or when it's emailed.

Choosing a date range

Open a report and click "Edit Filters". In the date range section (for example, "Check-In Date" on the Check-Ins report, or "Account Created Date" on the Customers report) you'll see three choices:

• No filter: the report includes every date.
• Preset period: pick a range like "This month" that is recalculated each time the report runs (see below).
• Specific dates: enter a specific "On or after" and/or "On or before" date.

The Latest Check-In Date filter adds a fourth choice, Days ago, which counts back from today instead of naming a date (see Days ago).

Previously labeled "Relative date range" and "Fixed date range": the first two options were renamed in October 2026. They work exactly as before; only the names changed.

Preset periods

A preset period describes a range relative to the current date ("this month," "last week," and so on) rather than a set of fixed calendar dates.

Three things are true of every preset period:

1. It's recalculated each time the report runs. The range is worked out fresh every time you open the report, and every time an Emailed Report is sent, based on the current date. "Last month" viewed in March covers February; viewed in April, it covers March. You never have to update the dates.
2. It uses your location's time zone. "Today," and the start and end of each day, are determined by your organization's time zone, not by the time zone of whoever happens to be viewing the report.
3. Both ends are included in full. A range covers whole days, from the very start of the first day to the very end of the last day. (The one exception is "Last 24 hours," which is measured to the exact current time rather than in whole days; see the note below.)

What each option means

The Expiration Date filter on the Documents report also offers upcoming ranges such as "Next 30 days," because an expiration date can fall in the future.

A worked example

To see exactly how each option is calculated, here is what every range would cover if today were Wednesday, 11 March 2026:

A note on "Last 24 hours"

Almost every preset period is made up of whole calendar days: it starts at midnight at the beginning of the first day and ends at midnight at the end of the last day, in your location's time zone. "Today," "Yesterday," "This month," and the rest all work this way.

"Last 24 hours" is the one exception. Instead of whole days, it's a rolling window measured to the exact current time: it covers from 24 hours ago up to right now. If you run a report at 2:30 PM, "Last 24 hours" covers 2:30 PM the previous day through 2:30 PM today. Run the same report an hour later and the window moves with you.

Use "Last 24 hours" when you want a precise one-day-back window to the minute (for example, "everything since this time yesterday"). Use "Today" or "Yesterday" when you mean a whole calendar day from midnight to midnight.

"This month" and "Last month" in detail

These two are the most commonly used, and the most commonly misunderstood, so they're worth spelling out:

• "This month" means the whole current calendar month, from the 1st through the last day, not "the last 30 days." In the example above, on 11 March it covers 1–31 March, even though most of that month is still in the future. It always begins on the 1st.
• "Last month" means the whole previous calendar month. On any day in March, "Last month" covers all of February (1–28 February in 2026, or 1–29 February in a leap year). It does not shift day by day.

Because these follow the calendar, their length naturally varies: "Last month" is 28, 29, 30, or 31 days depending on the month. If you instead want a steady rolling window that always ends today, use one of the "Last … days" options (for instance, "Last 31 days" for roughly a month).

A note on weeks and quarters using the same logic:

• Weeks are full seven-day weeks. Choose the "starting Monday" or "starting Sunday" variant to match how your location thinks of a week. "This week" is the week that contains today (so part of it may still be upcoming); "Last week" is the complete week before it.
• Quarters are the standard calendar quarters: January–March, April–June, July–September, and October–December. As the example shows, "Last quarter" can fall in the previous year.

Upcoming date ranges

A date filter whose dates can lie in the future also offers five upcoming ranges. The preset period dropdown then splits into two groups, Past and present and Upcoming, with these five under Upcoming. They follow the same three rules as every other preset period: recalculated each time the report runs, in your location's time zone, whole days with both ends included. The "Next … days" options start today.

Where they appear: only the Expiration Date filter on the Documents report. Date filters on past events, such as check-in dates or sale dates, do not offer them, and neither does the Chart Builder.

Example use case: a front desk manager wants a weekly list of waivers that are about to lapse, so staff can remind those customers before their next visit. On the Documents report, they set Expiration Date to "Next 30 days" and Status to Valid, save the view, and have it emailed every Monday. Each email lists the documents that expire in the 30 days from the day it is sent.

Specific dates

Choose "Specific dates" to filter on fixed calendar dates that don't change. Enter an "On or after" date, an "On or before" date, or both. Both dates are inclusive and cover whole days in your location's time zone, so "On or before 31 March" includes everything up to the end of 31 March.

Use specific dates when you want an exact, unchanging period. For example, a single past event, or a closed accounting period.

Keep in mind that specific dates never update. If you save them in a Saved View or an Emailed Report, that report will keep showing those same dates every time, which is not what you want for a recurring report. For anything you'll revisit or have emailed on a schedule, a preset period or Days ago is the better choice.

Days ago

Days ago filters by how long ago something happened, counted in whole days back from today, instead of by a calendar date. It answers questions like "which members have not checked in for 60 days or more" without working out what date that was, and the answer stays correct as the days pass.

Where it appears: the Latest Check-In Date filter on the Customers report and the Members report. Other date filters do not offer it.

Choose "Days ago" and fill in either or both fields:

• At least … days ago: keeps customers whose last check-in was that many days ago or longer. "At least 60" means the last check-in was 60 or more days ago.
• At most … days ago: keeps customers whose last check-in was that many days ago or more recent. "At most 30" means they have checked in within the last 30 days, today included.

Three things are true of every Days ago filter:

1. It counts calendar days in your organization's time zone, and 0 is today. "At least 1 day ago" means the last check-in was yesterday or earlier; "At most 0 days ago" means it was today.
2. Customers who have never checked in are not included, whichever field you fill in. To list them, use the Latest Check-In Date filter's other options or a saved view without a check-in filter.
3. It's recalculated each time the report runs, like a preset period, so it suits Saved Views and Emailed Reports.

If the two numbers exclude each other (for example, "At least 60" with "At most 30"), the filter shows a warning and the report returns no results. Swap the numbers to get the days between them.

A worked example, if today were Wednesday, 11 March 2026:

The Customers and Members reports also offer a Days since last check-in column, so the number the filter tests can be shown next to each customer and included in the export.

Example use case: a membership manager wants a monthly list of members who have drifted away, to send a win-back offer. On the Members report, they set Latest Check-In Date to Days ago with At least 60, add the Days since last check-in column, save the view, and have it emailed on the first of each month. Each email lists the members who have not visited in the 60 days before it is sent.

Saved Views and Emailed Reports

Preset periods and Days ago are what make recurring reports stay relevant:

• A Saved View set to "Last month" shows the previous month whenever you open it.
• An Emailed Report set to "This week (starting Monday)" sends that week's data each time it's delivered: ideal for a weekly or monthly summary that should always reflect the latest period.
• A Saved View set to Days ago "At least 60" lists whoever has been away 60 days or more as of the day it is opened.

If you applied specific dates instead, the Saved View or Emailed Report would keep showing the original calendar dates rather than moving forward over time.