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Understanding the Detailed Event Report with Attendance

The Detailed Event Report With Attendance is available in version 7.64 of Events or higher. To get this update, simply contact Evanced Support.

The Detailed Event Report With Attendance is not a statistical report. It is designed to produce a list of patrons and patron-related information. It should not be used for stat-keeping. The appropriate statistic report is the Detailed Event Report.

This report will output a list of patrons who registered for events during a stretch of time. You can produce an email contact list, or find out the ages of who attended. This report will list the same registrant multiple times if they registered for more than one event, so understand that duplicated names are to be expected.

Begin your custom report by filing out the Event Information Report Filter. This document merely explains the fields available in the Event Filter. For walk-through of how to reason out a custom report, read this article.

As you can see above, the filter allows you to access reports for specific date ranges, as well as by publication and archive status.

Ongoing and Standard Do you want to include ongoing events? Remember that these often lack much of the data that standard events have.
Archived/Unarchived Archived events are older events that have moved off the calendar. Their data is retained, but they are no longer active in the system. Including them gives a full picture and more data, but may not be desirable if you only want data on present events, rather than on past versions of a present event.
Published/Unpublished Do you want to to know about events that have been made public, or events that are still awaiting completion or approval?
Featured Events Only If you only want to know about the most emphasized events, this might be a good choice
Shared Attendance Do you want to consider each session of a recurring event individually or as one single event? For example, do you want to know how many people came each time your branch had Faulkner Book Club night, or do you want to know how many people came to all the sessions of the club put together?

Moving down the filter, you can further limit your search to include only specific age groups according to your preset categories. You can also chose which branch(es) to include in the report.

The next level filters by your preset event types. You can then chose how to display the generated report.

HTML View in your browser as a web page
Word Exports your file to a word document
Excel Exports your file to an excel document
CSV Exports your file to a Comma Separated Value file, which can be easily read by a wide variety of text readers.

The report display column lets you choose which fields are included in the final report.

As you can see above, the final phase of building a report is to select the columns you want displayed in the report. There are scores of options, including several which can be custom set. Used correctly, this is a powerful tool that can help you attain a list of patrons who registered for certain kinds of events during a specific time frame.

Finally, you can choose to save your report so that you'll be able to run it again in the future. Previously saved reports will be shown as available on the Event System Maintenance page.

Custom Fields
  • Applicable To: Staff Users
  • Attachments: No
  • Summary: How to use the detailed event report to track patrons.
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