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Report Setup (Account-Level Reports)

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Report Setup (Account-Level Reports)

Accessed via:  >  Account Settings > Reports > Add or edit a custom report

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On the Report Setup page you can create custom reports and edit existing ones.

About Reports

To create a new report, refer to the information in the sections below and click Save. (For additional information, see How do I perform common tasks in the reports area?).

Preview the custom report at any time by clicking Run Report.

Once a report is saved, if you wish to delete it (, remove it from the Reports List page), click Delete.

Report Name

  • Report Name – (Required) Enter a name that makes it easy to identify the report by title.

  • Description – Enter a brief description that identifies the report.

  • Report Group – To make reports easier to review, they may also be placed in groups. Reports can be grouped in any way that seems convenient to the planner. The group name displays on its own title bar on the Report List.
    To create the first group, enter a group name in the text entry field. After one group is created, you can select an existing group from the Group drop-down list or create a new one.

Visibility

This section show various options, depending on your previous selections.

  • Current Account only – The custom report will only be available to users within the current account and show only the applicable Custom Profile and Custom Event questions for that account.

  • All Accounts – The custom report will be available to users within all accounts, but will not show any Custom Profile Question, Custom Event Question, or Custom Registration Question column groups.
    Note:     Once one of the previous options has been selected and the report has been saved, the setting cannot be changed.

  • Show to selected user only – Provides control over which Certain user can access the custom report. When the check box is selected, the drop-down field becomes active allowing you to grant access to a single user. Using this feature will grant access to a single user (not a Group) and should remain unselected if you need all of your users to have access to the report.

Report Type

This section shows various options, depending on your previous selections.

When you first create a report you must specify the report type (the default is Registrations in the Registration Reports group.) The report type determines the rows of data that are returned by the report. The report column fields are configured on the Pick Report Columns page, and are not determined by the report type.

Caution: You cannot change the report type once you have saved the report.
Therefore the options are not shown if you are editing an existing report.
If you wish to change a report's type, you need to create a new report instead.

The available report types are as follows:

Report Category

Report Type

What It Does

Registration Reports

Registration Approval Statuses

(Requires the Qualification and Approvals module.)

Returns one row of data per qualification status per registrant. (A "qualification status" may be an approval status or a recommendation status. A registrant may have several recommendation statuses – one per reviewer.)

Registrations

Returns one row of data per registrant for a single event. This is the only report type that may be used to send group email messages or to print name badges and labels.
May optionally be designated as a Changes Report.

Registration History

Returns one row of data per action (including emails, changes, and notes)taken on a Registration or Profile record in the system.

Viral Registrations

Returns one row of data per invite sent via the "tell a friend" option on a registration form.
(Available only if Social Media option of Event Module is enabled for the event.)

Registration Modifications

Returns one row of data per modification made to a complete registration, including profile data, all registration history items, and all standard registration fields.

Registration Sessions

 

Accommodation Reports
(Require the Accommodation Module.)

Hotel Room Inventory

Returns one row of room inventory information for each hotel room type and night in the event's room block.

Roommates

Returns one row of data per registration who is sharing a room.
May optionally be designated as a Changes Report.

Room Reservations

Returns one row of data per room reservation, per registrant.
May optionally be designated as a Changes Report.

Room Reservation Modifications

Returns one row of data per modification to room reservations, including changes made to the registration or profile information of that room's leader.

Travel Reports

(Require the Travel Module.)

Registration and Travel

Report on registration data with travel request and reservation information.
May optionally be designated as a Changes Report.

Travel Flights

(Requires the Travel Packages sub-module.)

By default, returns one row of data for each flight on which attendees are booked, whether as part of flight packages, as pre-booked flights or as one-off flights.
(Edit the Advanced Filter to report on attendees who don’t have flights, or to include all attendees, regardless of whether they have flights or not.).
May optionally be designated as a Changes Report.

Travel Reservations

(Requires the Travel Reservations sub-module.)

Report on all travel reservation data, including traveler information and trip details.
May optionally be designated as a Changes Report.

Roommates and Travel

Report on registration and roommate data with travel request and reservation information.

Room Reservations and Travel

Report on registration and hotel room reservation data with travel request and reservation information.

Financial Reports

Charges

Returns one row of data per charge for registrations that have charges, plus one row per registration for registrations without charges (when no Filters are applied).

Invoices

Returns one row of data per invoice that has been generated in the event.

Payments and Refunds

Returns one row of data per payment or refund in the system.

Transactions

Returns one row per charge, payment or refund (i.e. per transaction) for registrants that have these transactions, plus one row for each registration without any transactions.

Agenda Data Reports

Registration Agenda

Returns one row of data per agenda item, per registration, in the system.
May optionally be designated as a Changes Report.

Registration Agenda with Travel Questions

Returns one row of data per agenda item, per registration, including any travel question data along with any other custom questions.

Profiles Reports

Profiles

Report on profile data for a single account.

Registration Group Reports

Registration Groups

Returns one row per registration; columns and filters include all Registration Groups fields.

Session Data Reports

(Require Speaker and Session Management)

Registration Sessions

Returns one row per session, per active registration.

Conflict Report
(Requires the Appointment Module.)

Returns one row per session per registration, where the session conflicts with an appointment for that registration.

Registrations with Sessions

Returns one row per registration, including scheduled session instances as columns.

Session Ratings

Returns one per session, per registration, where the session has been rated (in Certain Mobile or an Event View)

Registration Sessions Status

Returns one row per session, per registration, including cancelled registrations.

Speaker Session Data Reports

(Require Speaker and Session Management)

Sessions with Instances

Returns one row per speaker, per instance, per session.

For example, a session has 3 scheduled instances, and 2 speakers. 6 rows will be returned: 1 session x 3 instances x 2 speakers.

Sessions with Speakers

Returns one row per speaker per session. (Includes any sessions without speakers.)

Speakers

Returns one row per speaker, listing speaker information.

All Speaker fields are available in Columns, Groups, Filters and Custom.

Sessions

Returns one row per session.

The "Speakers" column includes a  list of the session's master speakers (those assigned at the session level, not at the instance level).
Note: that column returns data only if the Conference Sessions sub-module is enabled.

Speakers Session Instances with Registrations

Same as "Sessions with Instances" report, plus registrations for each scheduled instance.

That is:

Returns one row per registration, per speaker, per scheduled instance, per session.

Session Consolidated Report

Returns one row per speaker, per scheduled instance, per session.

(Includes any sessions without any scheduled instances.)

Reviewer Data Reports

(Require Speaker and Session Management, including Conference Sessions)

Reviewer

Returns one row per session per reviewer.

Check-In Reports

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Check-Ins

Returns one row per check-in, per registration

 

Changes Report Options

This section is displayed only:

a) after you have saved a new report or are editing an existing one,
and
b) if the report is one whose report type enables it to be designated a "Changes report". Those report types are:

• Registrations, • Registration Agenda, • Roommates, • Room Reservations, • Registrations and Travel, • Travel Flights, • Travel Reservations

  • Lock report to enable Changes Report options – Select to specify the report as a Changes Report without having to first export it.

    When the report has been “locked”, the following options are added:

      • Show new records under label – Use the default label, "ADDITIONS", or enter a new one.

      • Show removed records under label – Use the default label, "CANCELLATIONS", or enter a new one (such as "Removals').

      • Show modified records under label –
        If selected instead of the next option ( separate rows):
        Use the default label, "MODIFICATIONS", or enter a new one.
        Choose how to show the changes:

        • Show changed fields within the row –
          If selected, then to identify the changed information, choose bold text, [brackets], underlining or a color.

        • Show changes in a separate column under label –
          If selected instead of '... within the row', then use the default label, "Changes", or enter a new one.

      • Show changed fields in separate rows –
        If selected instead of the previous option ("...under label"):
        Use the default labels for Field Changed ("Field Changed"), Old Value ("Changed From"), and New Value ("Changed To"), or enter new ones.

Roles-Based Access

This section lists any roles defined for the account (on Account Settings > Management > Roles).

Select a role to make this report available to users assigned that role.

Note: If no roles have been defined, the section is not displayed.

Note: Roles-Based Access is available only for Event- and Account-level reports. (Not for System, Consolidation, Profile, or Supplier reports.)

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