How to Create Reports

Last updated: January 5. 2021

A step-by-step guide to creating and running Reports in EventBuilder. 

The EventBuilder Report Key, detailing the Column Header fields and Definition for each, can be found here.

Available Reports: 

• Portal-level Reports: Note: Portal-level Reports are available for Suite-level subscriptions only.
  • Summary of Events and Registrant Summary 
  • User Summary
    
    
• Event-level Reports:
  • Registrant Summary and Attendance Summary
  • Message Summary
    
    
• Secure Reports
  • Secure Reports Portal Setup
  • How to Retrieve Secure Reports

Portal-level Reports

Navigate to the Reports view on your Portal. The Reports main page will appear.

Scheduled Reports, Most Recent Reports (Web Viewer-requested reports only), and types of reports available to request are shown on the main Reports page. (Scroll down the page to view all.)

Portal Administrators with a Suite-level subscription have access to all options available on this page. Organizers with a Suite-level subscription can access data for events they have created.

Summary of Events and Registrant Summary Reports

The report creation process and available data filters are the same for both the Summary of Events and Registrant Summary Reports.

Once on the Reports view, select search criteria/filters by selecting the funnel icon to the right of the Request Report button: 

The following window will appear:

Data filters available for the Summary of Events and Registrant Summary reports:

• Account - Select all User accounts or an individual User on your Portal.
• Type - All, Live, On-Demand, or Simulated Live.
• Title - Filter for a specific Event or group of Events by their title.
• Tags - Enter Event Tag(s) to filter a specific group of events with the same Tag. For multiple Tags, separate each with a semi-colon.
• Active/Inactive - Choose between active events, inactive events, or all (both).
• Report Data - Event or Registrant - Event report data returns information for events that occurred during the specified timeframe. Registrant report data returns information about registrants during the specified timeframe, regardless of the registered event date.
• Date Range Start/End
• Search - Open-ended data filter field. Enter any identifier (e.g., partial Event title) and pull data that matches your query.

Once data filters have been selected, click 'Search.' You will see your filters in the field adjacent to the Request Report button:
Click the Request Report button. The following window will appear: 

Choose a name for your report (optional) and select other report options:

• Delivery Method - Web Viewer (default) or Email Attachment: When Web Viewer is selected, a URL link will be sent to the email of the User requesting the report. Selecting Email Attachment will send the report to a designated recipient in .csv format.
• Time Zone - Choose the time zone the report data should reflect. 
• Recipient Email Address - For Email Attachment report delivery. This selection is required in order to proceed. The Organizer requesting the report will have their email address listed in the field by default. To send the reports to additional recipients, separate each entry with a semicolon, and click the recipient permission check box to indicate recipient permission.
• Select Report Date(s) - One Time is for a single run of the requested report. Recurring allows Users to run reports according to their preferred schedule:

• • • Select Date - To run the report immediately, leave the default (current date) in this field. To schedule the report to run on a future date, click on the calendar icon:

Click Send/Save to run the report and close the Request Report window. 

User Summary

The User Summary Report provides Administrators with information regarding Portal Organizers. 

The following data filters are available for the User Summary Report:

• First Name/Last Name/Email Address - Useful for obtaining information on a single portal User.
• Role - Filter for different User roles - All roles, (includes Guests) Administrators, Organizers, All Licensed Users.
• Enabled/Disabled - Pull data for Users who are active or inactive on your Portal.
• Sort Field - Choose how the data will be organized on the report: ID, First Name, Last Name, Email Address, Role, or Created Date.
• Sort Direction - Ascending or Descending.
• Search - Open-ended data filter field. Enter any identifier (e.g., partial last name) to pull data that matches your identifier.

Once filters are selected, the process for obtaining the User Summary Report is the same as the Summary of Events and Registrant Summary reports. 

Event-level Reports

Navigate to the Events view on your Portal.

Search for the Event you would like to generate a report on. Select the Reports icon highlighted below:

The main Reports page will appear:

Registrant Summary and Attendance Summary

The Registrant Summary Report provides information about an Event's Registrants; demographics, whether they attended the Event, polling questions, etc. The Attendance Summary provides information about an Attendee's connection time and duration.

The Request Report button and an open-ended data filter appear at the top of both the the Registrant Summary column and Attendance Summary column.

To generate the report on all Registrants or Attendance information, click the 'Request Report' button.

To find or generate a report on a specific Registrant/Attendee or group of Registrants/Attendees, use the open-ended data search field next to the Request Report button. This allows Organizers to filter Registrant or Attendance data by an identifier (e.g., partial last name) and pull the data that matches the query.

Click on Request Report, and the following dialog will appear: 

Choose a name for your report and select other report options:

• Delivery Method -Email Attachment or Web Viewer. When Web Viewer is selected, a URL link will be sent to the email of the User requesting the report. Selecting Email Attachment will send the report to a designated recipient in .csv format. 
• Time Zone - Choose the time zone the report data should reflect. 
• Recipient Email Address - For Email Attachment report delivery (required field). The Organizer requesting the report will have their email address listed in the field by default. To send the reports to additional recipients, separate each entry with a semicolon, and click the recipient permission check box to indicate recipient permission.
• Select Report Date(s) - One Time is for a single run of the requested report. Recurring allows Users to run reports according to their preferred schedule:

• Select Date - Choose the date report should be run. The default is the current date. To choose a different date, click on the calendar icon:

Click Send/Save to run the report and close the Request Report window. 

Messages Summary (Formerly the Q and A Summary)

The Messages Summary is a report of all questions and answers logged throughout the course of the Event. Messages Summary data is retrieved using the same Request Report interface as the other available Event-level Reports:

Click on Request Report, and the following dialog will appear: 

Choose a name for your report and select other report options:

• Delivery Method -Email Attachment or Web Viewer. Selecting Email Attachment will send the report to a designated recipient in .csv format. When Web Viewer is selected, a URL link will be sent to the email of the User requesting the report.
• Time Zone - Choose the time zone the report should present. 
• Recipient Email Address - For Email Attachment report delivery.
• Select Report Date(s) - One Time is for a single run of the requested report. Recurring allows Users to run reports according to their preferred schedule:
• Select Date - Choose the date report should be run. The default is the current date. To choose a different date, click on the calendar icon:

Click Send/Save to run the report and close the Request Report window.

Secure Report Delivery

Portal Administrators at all subscrption levels have the option to select Secure Reports in their Portal Configuration. 

Secure Report Setup

Administrators: Navigate to the Portal Configuration section:

Navigate to the Branding section of your Portal Configuration:

Scroll to bottom of the page. where you will see several Portal Configuration options. Select the drop-down option for Secure Reports and choose 'Enabled.'

Enabling this option sets the default delivery method Portal-wide to Secure Reports. Individual Organizers cannot change the delivery method for Reports at the Event level. 

Password-Protected Report Delivery

Once a Report is generated, the Report is delivered to the recipient in .zip format: 

The recipient will receive a second email containing the password with the following subject line:

Upon opening the .zip file, the recipient will be prompted to enter the password. The recipient will then access the report..

Back to top