Creating Reports: Portal-Level

Last updated: May 25, 2021

Available for Suite and Enterprise subscribers, EventBuilder's powerful and flexible Portal-Level reporting features give Users the ability to see and interpret data collected for Registrants, Events, and Users across their entire portal. 

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 Reports

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, including the User Summary report.
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.

Portal-Level Reports Access 

To request/run Portal-level Reports, navigate to the Reports option on the left navigation:

Screenshot: Left navigation with the Reports option circled in orange.

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. Users can click on the Actions icons to view, edit, or discard the report displayed.
Most Recent Web View Reports - Reports displayed via the Web View tool appear in the next section. Users can click on the Actions icons to view information about the report, delete, or download.

The following sections display the types of Portal-level Reports available and a 'Request Report' button for each. Available data is previewed as shown below:
Screenshot: Registrant Summary example with the 'Request Report' button highlighted.

Available Portal-Level Reports

Event Summary - View data from multiple Events across the Portal, including Event Title, number of Registrants, and number of Attendees. Event Summary Report Key
Registrant Summary - View Portal-wide Registrant data, including Event, Registrant status, and Attendance status (Yes/No). Registrant Summary Report Key
User Summary - Gather information on Portal User Accounts, such as number of Events, Active/Inactive, and future Events. User Summary Report Key

Data Filters/Search

All Portal-level Reports offer Users the ability to create search criteria to filter specific data for Reports. To set search criteria, click on the funnel icon located in the field next to the Request Report button:Screenshot: Request Report dialog with the funnel icon highlighted.

For the Event Summary/Registrant Summary Report, the following Search Criteria dialog will appear:

Screenshot: Search criteria dialog with each available field numbered.

Data filters available for the Events Summary and Registrant Summary Reports:

    1. Account - Select all User accounts or an individual User on your Portal.
    2. Type - All, Live, On-Demand, or Simulated Live.
    3. Title - Filter for a specific Event or group of Events by their title.
    4. 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.
    5. Active/Inactive - Choose between Active Events, Inactive Events, or All (both).
    6. Event ID - Search for a specific Event by ID number.
    7. Report Data - Event or Registrant - Event report data returns information for events that occurred during the specified timeframe. Registrant report data returns information about who registered during the specified timeframe, regardless of their Event date.
    8. Requested Data - Set parameters for time frame of data: Last/Next/Custom. (See below) 
    9. Search - Open-ended data filter field. Enter any identifier (e.g., partial Event title) and pull data that matches your query.
    10. Search Button - Executes data search across Portal once parameters are set.

Requested Data Actions

Users have the following options for the date ranges they can select for their report: Last, Next, or Custom.

Selecting Last or Next allows Users to choose a range of Day(s) Week(s) or Month(s) 

Screenshot: Requested Data options: Last, Next, Custom, open field with radio buttons "Day(s) Week(s) Month(s)."

Selecting 'Last' will pull data from past Events within the parameters you set. Selecting 'Next' will pull data for future Events based on the same parameters: Days, Weeks, or Months.

Selecting 'Custom' will open a date range selection dialog:

Screenshot: Requested Data dialog with Custom option highlighted. Date Range Start and Date Range End fields are shown.

Click on the Calendar icon(s) for each. A date picker will appear. Set the starting date, then the Ending date. The Report will return data from within the chosen range.

Once data filters have been selected, click 'Search.' You will see your filters in the field adjacent to the Request Report button:Screenshot: Request Report field with data filters selected.

User Summary

(Suite/Enterprise Administrators Only)

Screenshot: User Summary Filter Accounts dialog showing all fields.

Requesting Reports

Users can choose to run a Report once, or create automated runs of commonly utilized reports, saving time and effort. 

One TimeScreenshot: 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.

Create a Report name. Next, select your preferred 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, log in if prompted. The data will be displayed once you have authenticated your log in. 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, with the password emailed separately. 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 automated runs of requested Reports.Screenshot: One Time (blue) and Recurring (white) selection buttons.For One Time, click on the calendar icon and select the date to run the Report:

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

To create automated Reports, click on the 'Recurring' button:

Screenshot: Report request dialog with Recurring option highlighted.

Select the cadence you would like the Report to 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: How Often? drop down menu displaying 1 through 7.

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

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 set.

Edit/Cancel Recurring Reports

If Users would like to make adjustments to or cancel a recurring report, go to 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 to the report 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 the report deletion.


Event-Level Report Instructions / Report Key