Page: Reports

Modified on 05/15/2017 06:54 AM by Administrator — Categorized as: Help

The Reports page allows for a user to request event-related reports to view or download.


Reporting

In this area, the calendar allows you to access the Dashboard or Registration Report created for each event. Please note, you can view reports for a single event per request. You will need to search the reports page to access the listing of events. By default, the reports page will not display a listing of events, you must click the "Search" link to generate the list of events to access reporting.



You can generate reports in three ways:
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Generate list of events

To access the reports for an event please follow these steps:

  1. (Optional) Filter by Keyword(s)
  2. (Optional) Filter by Start Date:
  3. (Optional) Filter by End Date:
  4. (Required) Click "Search"

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Filter the list of events

You can refine the list of events displayed by:

Once you have clicked the "Search" link all events matching your filter will be displayed in a table directly below the keyword, start date, and end date filters.


This table is organized in to the following columns: Name, Date/Time/ and the reporting links.

Image of successfully filtered results
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Available Reports

Two options (displayed as links to the right of each event) will displayed for each event, "Dashboard" & "Registration".



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Dashboard

The Dashboard Page contains all registration and sales information for a single event. The Dashboard will include details for: items sold, total revenue, total registrants, and spaces available. The Dashboard also allows user to: search for, view, download, modify, and email registrants.


Image of event dashboard
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Product Revenue

Product Revenue Table with two items and purchase history.

This area contains a list of all registration and sales items purchased for that event. The list contains a summary of the item name, quantity sold, and total revenue for each item. Free items are included in this list as well.

Please note: Items that have been added to events, but do not have any registrations or purchases are not listed here.




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Sales by Day

Sales by day graphic

This area contains a graph of the number of items purchased over the past 7 days, including the current day. The numbers shown in the graph include the total number of items sold across all items added to the event.


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Dashboard Tiles

All Event information tiles with data.

This area contains different tiles to quickly view a summary of event activity, including revenue (orange tiles), registration information and email actions (blue tiles), and reporting (grey tiles).


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Total Revenue

Total Revenue tile highlighted.

This tile contains the total amount of funds collected for the event. Total Revenue does not include PayPal fees or refunds. However, the Total Revenue tile will include fees paid to Active Data.

The Total Revenue number will be the same as the total sum of the revenue column of the Product Revenue table.


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Total Refunds

Total Refunds tile highlighted.

This tile contains the total amount of money that was refunded to purchasers.


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Total Fees

Total Fees tile highlighted.

The Total Fees tile contains the total amount of funds charged by and paid to Active Data. These funds are automatically transferred to Active Data and do not require any action by the calendar administrator to release payments.


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Total Registrants

 Total Registrants tile highlighted.

This tile contains the total number of registration items purchased for an event. This number includes the total number of registration items purchased for an event. In order for an item to included in this count, it must be added to an event with an item type of "Registrant".

This count will include all registration items for an event. If an event has two registration items, adult and child registration, the sum of adult and child registrations will be shown. Please Note: This number does not include the number of saleable items sold, such as t-shirts or hats.


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Space Available

Space Available Tile highlighted.

This tile contains the remaining number of registration items available for an event. This number is calculated as: (Total Available Registration Quantity - Sold Registration Quantity).



Please Note: This number will not include the remaining number of saleable items.


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Email Registrants

Email Registrants tile highlighted

Clicking email Registrants tile will open a new menu that allows for you to send emails to:


Use the check boxes to select who will receive the email. You can select a single option or multiple options.

Email list options


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Email Content

When creating an email, you can specify an email subject and email content (body).

Report Download

Email Registrants tile highlighted

Use the report Download tile to access the following two reports.


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Sales Report Download

Use this tile to generate the sales report for this event.

Dashboard Tile - Sales Report Download Active

Clicking the "Sales Report Download" tile will download an Excel Spreadsheet (.CSV File) This report will contain the following information.



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Registrant Report Download


Use this tile to generate the registrant report for this event.

Dashboard Tile - Registrant Report Download ACtive

Clicking the "Registrant Report Download" tile will download an Excel Spreadsheet (.CSV File) This report will contain the following information.


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Adding a Registrant

You can add a registrant to an event to allow for "back-end" processing of event registration. This feature can be used to provide complimentary registrations to guests, or to record payment for registrations that occur outside of Event Publisher's payment processing.


To add a registrant, follow these steps:
  1. From the Registrants Tile in the event dashboard, click the "Add a registration link"
  2. Image of Link to add a registration
  3. The list of available registration types (Products) will be displayed. Indicate the quantity for each item that the registrant has requested.
  4. Image of add a registration, with quantity area highlighted
  5. Provide the Order Contact information. This information is used to associate all of the purchased items to a single order. Image of add a registration, with order contact information area highlighted
  6. Provide the registration information for each item. Some registration items may be configured to collect custom informaiton.
  7. Image of add a registration, with order contact information area highlighted
  8. Click Submit
  9. Image of add a registration, with order contact information area highlighted

Once completed, the screen will display a message indicating that the the registration was succesffully added, and show the registration detail record. Image of Sucess message displayed after a registration has been added.
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Payment Types

Use payment types to classify registrations that have been added by administrators. This allows for Event Publisher to function as a centralized list of all registrations for your events. The following payment types are availble:



Each payment type has a unique purpose and use case. Some payment types incur a fee, others do not. All payment types modify the contents of the confirmation email received by the registrant.


Complimentary: Use when the registration should not have any financial or monetary value associated to it.
At the door: Use when the registration still has an associated cost, and the payment is outstanding.
Over the phone: Use when the registration still has an associated cost, and the payment has been completed via an external process.


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Refunding

You can issue refunds for items purchased from the Dashboard Page that contains all registration and sales information for that event. Please follow the instructions below to issue a refund. PLEASE NOTE- refunding does not include fees paid by the customer, they will be refunded the cost of the item only. Additionally, there will be a refund processing fee charged by PayPal against the account configured in payment gateway configuration.



  1. To begin the refunding process you will need to navigate to the Dashboard for the event that has an item that needs to be refunded. Once you have reached the dashboard page for that event, proceed to step 2.

  2. Search for the person to be refunded. At the bottom of the Dashboard page is a search box. Search for the person requesting the refund by either last name or email address.

  3. Once you have located the individual seeking a refunding, click the "View" link on the purchaser record.

  4. You will now see the details for the transaction, click the link, "Refund Transaction".

  5. The refunding page allows you to specify the amount to be refunded, as well as add a memo available in reporting. Specify the amount to be refunded and click the "Refund" link.

  6. Confirm your refund by clicking, "Yes".



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View Purchase

Available from the dashboard, this page will display information related to the transaction, as well as links to "Refund Transactions" and "View Adjustments"


When viewing a purchase the following information will be displayed:
Additionally, a table containing the following information will be displayed:
View Purchase Information
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View Adjustments

Available via the View Purchase screen, the view adjustments screen will provide a history of refunds for a particular purchase.



When viewing adjustments the following information will be displayed:
Additionally, a table, (grouped by item name) containing the following information will be displayed:
view adjustment information
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Registration

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The Registration Page displays a list of persons who registered for an event. This page will only include information for items added to events as "Registration" items. Items added to events as "Sale Items" are not included on this report. A list of registrants will be displayed on this page.


Image of available registration filtering options

Filtering the Report

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You can filter the results of registrants by:


To filter the results of registrants click the text "Search".


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Viewing the Report

A list of the persons (registrants) for the event will be listed in a table below the search link. If your event has more than 15 registrations, multiple pages will be displayed on the table. You can change the page size to include more registrants per page using the Page Size Drop down. You can perform the following functions from the list of registrants:



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Change Attendance

You can track a persons attendance for your event using the registrant report. To change the attended status for a person simply click the checkbox located to the right of the Registered date and time.


Image of checked box for attendance status
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View Details

You can view the extended information for a person who has registered via the "Details" link. All responses provided (information collected) during registration will be visible on this screen. For example, if at the time of registration the person provided their phone number, or company name, it would be displayed on this page.

To access the Registrant details page click the text, "Details".

Image of registration details view

The details view is organized in the following fashion:

Additionally, links will be displayed on the detail view.



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Edit Details

Using the edit details function you can modify the information provided by the registrant.

Image of edit process for a registrant


You can edit the information that an attendee provides by clicking the Edit link to the right hand side of the Registrant Detail View. The Event Attendance Edit screen allows you to edit information provided at the time of registration or checkout.



To complete editing the attendee, click the text, "Save" to discard your changes, and return to the details view click the text "Cancel".


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Generate a list of purchases

To generate a list of purchases or registrations for events please follow these steps:

  1. (Optional) Filter by Last Name
  2. (Optional) Filter by Email:
  3. (Optional) Filter by PayPal Transaction ID:
  4. (Required) Click "Search"

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Purchases information

After searching for purchases by last name, email address, or transaction ID the following table will be displayed.



Display of sample purchase information

This table will contain the following information:
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View Purchase information

You can view the extended information for a person who has made a purchase or registered via the "View" link. All purchase or registration information will be visible on this screen.

To access the purchase details page click the text, "View".

Image of view purchase link

The view is organized in the following fashion:



image of the event details view

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Edit information

Using the edit details function you can modify the information provided by the registrant.

Image of edit process for a registrant


You can edit the information that an attendee provides by clicking the Edit link to the right hand side of the Registrant Detail View. The Event Attendance Edit screen allows you to edit information provided at the time of registration or checkout.



Location Conflict Report

Available to our Premium License Clients, the location conflict report will display all locations that are currently double booked.

When creating an event, you will be prompted if your event is in conflict with, i.e. doublebooks, a location. There are two ways that a double booking can be created:
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Filtering the Report

The location conflict report can be filtered by the following search parameters:


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Generating a report

To access the reports for an event please follow these steps:

  1. (Optional) Filter by Location
  2. (Optional) Filter by Start Date:
  3. (Optional) Filter by End Date:
  4. (Required) Click "Search"

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Report Contents

If conflicts are present based on the filters used to generate the report they will be presented in a table organized in the following fashion:


Sample conflict report

Waitlist

If an event has an item that allows for "waitlisting" you can access the waitlist for that item in multiple ways: the Revenue Statistics Report, Event Attendance Statistics Report, or via the Dashboard for an event. When persons have joined the waitlist for an item, a link labeled, "Wait-list" will appear at the far right of the row for that item.



Image indicating the location of the waitlist

Clicking on that link will open the waitlist page. The waitlist page contains the following items:



Image of a waitlist report


Managing the Waitlist

The waitlist page allows for you to take action on persons whom have joined the waitlist. You can perform the following actions:

Edit

When Selected, you have the ability to view and all information provided by the "waitlistee". The following additional fields are displayed. View of a single waitlistee


Register

When selected you will be directed to the administratve registration page, with the first name, last name, and email address of the "waitlistee" prepopulated. Full details on registering the "waitlistee" are available here" How to add a registrant as an administrator.