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Reports FAQ - Report Setup (Event Reports)

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Jump to: || Tokenization || Left Navigation Panel || Report Types || Changes Reports || Roles-Based Access ||

Use the Report Setup page in an event to create or edit custom reports. The options available can depend on the modules enabled for your account and event.

To create a new report, open this page by clicking Add Report on the Reports/Analyze ( Reports/Analyze" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Report List) page in an event.

To edit an existing report, click "edit" icon - a penciledit in the Actions column for that report on the  Reports/Analyze" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Report List page. The page may still show options depending on the modules enabled, but does not let you change the Report Type.

Play (icon) Videos:All Certain University videos about Reports

Reports set up here are for the current event only. For other reporting options, see:

About Reports

To create a report, complete the information described below and click Save.

(For additional information, see How do I perform common tasks in the reports area?).

To preview the custom report at any time, click Run Report.

To delete a report once it's saved (that is, to remove if from the  Overview" help topic in a separate browser window." style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Report List page), click Delete.

Left Navigation Panel

After you have saved a new report on this page the Left Navigation Panel is displayed with these links.

Go to each one to complete setting up the report. The same links are available when editing a new report.

  • Setup – This page

  • Display – Specify report display options

  • Groups – Choose report grouping

  • Subtotals – Select report subtotals

  • Columns – Select the columns to include in the report

  • Filters – Choose report filters

  • Page – Specify custom report header and footer

  • Export – Define report export actions

  • Custom – Configure user-defined columns

Play (icon) Video: Example: Creating a history report to track emails sent (2 min)

 

Report Name

Visibility

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

  • Show to selected user only – Enables control over which Certain user can access the custom report. When the check box is selected, the drop-down list becomes active for you to select a user.
    Notes: This restricts access to a single user (not to a group). The option must remain unchecked if all users must have to access to the report.

  • Include in 2.0 API EVENT object response  – Applies only if account has access via 2.0 API enabled.

Report Tokenization

This section is available only if Enable Report Tokenization is selected under the Report Module for the  Implementation Products" href="https://community.certain.com/pagehelp/implementation/product.htm" data-rhwidget="HyperlinkPopover" data-loaded="true" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"account /  Configure Options 'Functional Areas ...'" href="https://community.certain.com/pagehelp/settings/options.htm#functional_areas" data-rhwidget="HyperlinkPopover" data-loaded="true" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"event.

It is displayed only once you have first saved a new report, or if you are editing an existing one.

Here you can choose to generate a unique link to a version of the report which will not give the person using it access to any other data. You can make their access read-only or allow them to run selected mass actions. You can also choose whether to allow them to export data.

Use this to give report access to someone who is not a Certain user, such as an event sponsor or supplier.

Full details of Report Tokenization.

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 category.

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, although the columns available for inclusion may be.

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

Report types available:

Report Category

Report Type

What It Does

Registration Reports

Registration Approval Statuses

(Requires the Qualification and Approvals module.)

Returns one row 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.

Registrations with Webinar Details

Returns one row of data per registrant for a digital event, including whether attended live or on-demand, number of questions asked, etc.
(Available only if the Digital Events module is enabled.)

Registration History

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

Viral Registrations

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

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 per registration who is sharing a room.
May optionally be designated as a Changes Report.

 

Room Reservations

Returns one row 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 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.

Check-In Reports

Check-Ins

(Requires  Check-In" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Certain Check-In)

Returns one row per registrant per check-in.

Financial Reports

Charges

Returns one row 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 per invoice that's been generated in the event.

Payments and Refunds

Returns one row per payment or refund assigned to reservations.

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 per agenda item, per registration.
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.

Registrations with Agenda Items

Returns one row per registration, including agenda items as columns.

Registrations with Agenda Groups/Sessions

Returns one row per registration, including agenda groups /sessions as columns.

Registrations with Agenda Items and Questions

Returns one row per registration, including agenda items, custom profile questions and custom registration questions as columns.

Registrations with Agenda Start Times

Returns one row per registration, with agenda item start times as columns.

Package Reports

Registrations with Packages

Returns one row per registration, with agenda groups/sessions as columns.

Registration Group Reports

Registration Groups

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

Registration Groups with Promo Codes Reports

Registration Groups with Promo Codes

Returns one row per registration; columns and filters include allRegistration Groups as Promo Codes fields.

By default, includes all registrations, regardless of whether they have promo codes. You can use the 'Has Promo Code?' filter, with a value of "Yes", to restrict the report to include only those registrations  that do have promo codes.

Session Data Reports

(Require Speaker and Session Management to be enabled.)

Registration Sessions

Returns one row per session, per active registration.

If Digital Events module is enabled and the session is connected to a webinar, this report includes webinar engagement columns (such as whether attended live or on-demand, and number of questions asked). 

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 row 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 to be enabled.)

Sessions with Instances

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

For example, a session with 3 scheduled instances and 2 speakers will return 6 rows: 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.

 

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 type is one which  may 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 list all 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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