Creating Reports: Event-Level

Last updated: May 25, 2021

Event-Level Reports allow Organizers to see and interpret data collected from their Events and Registrants. Event-level Reports are available for all subscription levels.

EventBuilder also offers tools for deeper Report customization and data visualization. Learn more about our Microsoft Power BI Connector or our API

EventBuilder takes the privacy and security of your data seriously. We have internal procedures and processes in place for maintaining compliance with applicable laws regarding data processing and security protocols. 

Secure Report Delivery

EventBuilder is a processor of your data, however, you are the controller responsible for its management. To assist in your data management, all Reports from EventBuilder are secured either by a password or by requiring authentication. 

Permissions

Administrators: Administrators can request and run Reports for all Events across their Portal. 
Organizers: Organizers can run Reports on Events they have created or have been added to as an Organizer.
Moderators/Presenters: Moderators and Presenters cannot run Event Reports. Only subscribers (Administrators and Organizers) can run reports.

Event-Level Reports Access

To request a Report for an Event, go to your Events list by selecting 'Events' from the left navigation. Find the Event you wish to run Reports for, and click on the Reports icon: 

Screenshot: Main Events listing with "My Events" and the reports icon highlighted.

The main Reports page will appear:

Screenshot: Main Reports page, showing Scheduled Reports (top) and Most Recent Web View Reports. Fields shown for scheduled reports: Name, Type, Frequency of Run, Last Run Next Run, Actions. Actions icons: i (information) and trash. Most Recent Web View Reports. Fields shown: Name, Type, Frequency of Run, Last Run Next Run, Actions. Actions icons: i (information), trash, and download.Reports Overview

The top of the main Reports page displays the following:

Scheduled Reports - Configured Recurring Reports appear at the top of the page. Organizers can click on the Actions icons to view, edit, or discard the Report displayed.
Most Recent Web View Reports - Reports run via the Web View tool appear in the next section. Organizers can click on the Actions icons to view information about, delete, or download the Report.

The following sections display the types of Event-level Reports available and a 'Request Report' button for each. Available data is previewed (shown below): 

Screenshot: Registrant Summary example with the 'Request Report' button highlighted.

Available Event-Level Reports

Registrant Summary - Event Registrants; demographics, whether they attended the Event, polling questions, etc. Registrant Summary Report Key
Attendance Summary - Attendee information and connection time/duration. Attendance Summary Report Key
Recording View Summary - Attendee viewing of an Event recording, providing similar information as the Attendance Summary. Recording View Summary Report Key
Messages Summary (Streaming Events only) - All questions and answers logged throughout the course of the Event. Messages Summary Report Key

Requesting Reports

Select 'Request Report.'

Screenshot: Request Report button, highlighted.

The following window will appear:

Screenshot: Request Report window. Report Name, Web View/Email Attachment delivery options, Select Report Date(s) with One Time or Recurring options, Select Date with calendar icon, filter, and send/save button.

Delivery Method

Web View - A link will be sent to the email of the User requesting the Report.

Screenshot: Email of Web View link (Outlook) - "Your report '(Name of report) is ready. A link to report data is displayed

Click the link to open your Portal in a browser window and display the data. Click the Download JSON or Download CSV button to save the Report to your local or cloud drive.

Screenshot: Web View report example. Blue Download JSON and Download CSV buttons are highlighted.

Email Attachment - A password-protected Report is sent to a designated recipient in .csv format, and a password is sent in a separate email. The User requesting the Report will have their email address listed in the field by default. To send the Report to additional recipients, add the recipient email(s) and click the permission check box. (Required)

Screenshot: Recipient email address fields. Transcript: I have permission to email these recipients, and each recipient is authorized to receive the information contained in the requested report."

Time Zone

Choose the time zone the report data should reflect. Dates/times will be presented in the Report in the selected time zone.

Select Report Date(s)

One Time is for a single run of the requested Report. Recurring creates an automated run of a requested Report.Screenshot: One Time (blue) and Recurring (white) selection buttons.For One Time, click on the calendar icon and select the date you wish to receive it.

Screenshot: Select date field open with date picker displayed and the calendar icon highlighted.

Once the date has been selected, click Send/Save.

Recurring Reports

Organizers and Administrators can choose to create automated runs of commonly utilized reports, saving time and effort. To set up Recurring Reports, click on the 'Recurring' button:

Screenshot: Report request dialog with Recurring option highlighted.

Select the frequency you would like the Report to be run - options are Every: Day(s) Weeks(s) Month(s) Year(s).

Screenshot: Recurring reports frequency dialog with Day(s) Week(s) Month(s) and Year(s) available as radio buttons.

Click on the drop down menu to select delivery frequency: choose from 1 through 7.

Screenshot: Select date field open with date picker displayed and the calendar icon highlighted.

Next, select the dates you would like the automated Report to start and end by clicking on the calendar icon in each respective field. A date picker will appear for each:

Screenshot: Recurring reports Start On field with date picker shown and calendar icons highlighted.

Click the Send/Save button to complete the Recurring Report request. Going forward, the Report will run and be delivered on the schedule you created.

Edit/Cancel Recurring Reports

If Users would like to make adjustments to or cancel a recurring report, the 'Actions' section under

'Scheduled Reports' on the main Reports page. 

Screenshot: Scheduled Reports listing - Name, Type, Frequency of Run, Last Run, Next Run, and Actions (circled).

To edit the Recurring Report, click on the pencil icon. The Edit Report dialog will appear:
Screenshot: Recurring Report Edit dialog. Showing Report Name, Delivery Method, Time Zone, Select Report Dates, How Often, Next Run, Stop By, Filter, and Save button.

Make any changes needed. Click 'Save' for the changes to take effect.

To delete the recurring report, click on the trash icon. A confirmation dialog will appear:

Screenshot: Confirmation Window. Transcript: "Port,eventbuilder.com says, Are you sure you wish to delete this report?" Options are blue Ok button or gray Cancel button.

Click 'Ok' to complete deletion.

 


Portal-Level Reports Instructions / Report Key