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How to Use the Enrollment Report

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Enrollment Summary Report

Go to Reports > Registrant Reports > Enrollment Report. This report displays the enrolment information by event.

  1. Registration period for the report
  2. Display Mode (see the images below for more details)
    • List: List the events one by one with Event Name
    • Grid: Display the report like the step1 matrix using the matrix display name
  3. Display Enabled/Enabled Events
  4. Show Reserved Enrolment: This is applicable for those events that “the starting enrolment (reserved places)” is set to.
  5. Show Event Code: Display Event Code or not (applicable for List mode only)
  6. By clicking on this button, you’ll be downloading a tab delimited .txt file of this report
  7. By clicking on the current number of the registration, you’ll be taken to the Enrollment details report.

List Mode or Grid Mode

List Mode will simply list all the enrollment information along with the event name. Grid Mode will show them in the matrix organized by “Matrix Display Name” and “Matrix Column Headings” in each individual event setting just like the step 1 page. If two events have the same Matrix Display name but different Matrix Column Headings, two columns will appear.
If Step 1 Matrix is not used, List Mode might work better for you.

List Mode

Grid Mode

Enrollment Details Report

Once you click on the current enrollment number on the Summary Report, you’ll be taken to this report. This report shows all the registrants who registered during the registration period that is selected on the previous page.
Questions on the registration form can be added to this report by checking off the question fieldname on the grey tray on the left side. This settings will be saved by event.

  1. Show/Hide grey tray
  2. Questions on the registration form. Check off the items and click on “update” button. The items will be added to the report.
  3. By clicking on the column header, the report will be sorted by the column. (This is applicable for columns, Registrant Name, Reference # and Event Name only)
  4. By clicking on the registrant name, you’ll be taken to manage registrant
  5. By clicking on the reference #, you’ll be taken to the Official Receipt
  6. Download the tab delimited .txt file

Ad Hoc Reports

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ad_hoc_reports

Ad Hoc Reports, found under Reports > Registrant Reports, allow a user to define a custom report. This is quick and easy way to create a report from all the data captured from the registrant that cannot be found under any of the predefined reports. Events, registrants, columns, data and display of the report can be edited to suit the users need and a downloadable tab-delimited .txt file is available for import in Microsoft Excel.

General Ledger Reports

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The payment details give the details off all transactions over a specified dates.

  1. Go to Reports > Financial Reports > GL Report
  2. Select the date range and a form of payment:
  3. Click on  
  4. The report will appear:

 

 

Re-assign a Transaction to a Different GL Number

  1. In the GL Report, click on the name of the GL number to which the transaction is currently assigned. If it is not assigned to a GL Number, click on the word ‘Unassigned’.
  2. In the GL Number box for the transaction, enter the new transaction number:
  3. Click on  

Payment Summary Report

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The Payment Summary report breaks down the transactions by day, tender, and number of transactions per tender per day.

  1. Go to Reports > Financial Reports > Payment Summary
  2. Select the date range for the report:
  3. Click on  
  4. The report will appear:

Payment Details Report

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The payment details give the details off all transactions over a specified dates.

  1. Go to Reports > Financial Reports > Payment Details Report
  2. Select the date range for the report:
    Initiator You may select the name of a cashier, web registrations, or all.
    Tender Type Select a form of payment from the drop down menu.
  3. Click on  
  4. The report will appear:
    Ref The Reference Number of the transaction issued by e-RegisterNow.
    Authorization Number Issued by the Credit Card company as confirmation of the transaction. If the transaction occured in Testmode, the Authorization number will appear as ‘testing’.
    Source The login name of the cashier, or WEB if the registrant registered through the web interface.

 

How to Create a Direct Feed Report

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  1. Go to Reports > Direct Feed Reports
  2. If direct feed reports exist, click on the ‘New Report’ tab
  3. Enter the name for your report, then select
  4. After returning to the main Direct Feed Reports page, select , which will allow you to select the data you wish to have displayed on the report.
  5. Check the checkbox next to any data fields that should be displayed and enter the following settings:
    Custom Heading The name of the heading you wish to have on your report
    Column The column order for the report. If there is no specific order, leave the column number as 0.
    Type If you wish to sort the data, specify which type (word/date or number) the heading is.
    Sort Select yes if you wish to sort by this row, no otherwise.
    Group If data should be “grouped” by this field, check the checkbox. For example, if you want a report of the transactions grouped by date, check the box next to ‘Transaction Date’. Data will be merged and displayed by date.
  6. Click on  
  7. Click on  
  8. Enter the following settings:
    Name You may edit the name of the report by entering a new name in the textbox.
    Record # Limit Enter the maximum number of records in the report.
    Line Numbers To enable line numbers, click ‘Yes’. To disable line numbers, click ‘No’.
  9. Click on  

Filtering the Report Data

  1. Click on  
  2. Click on the word ‘New’ next to the field for which you would like to create a filter.
  3. Enter the following settings:
    Condition Mode Select match all if you want only the results that match all filters for that field to be displayed. Select ‘match any’ if you want the field to only have to meet one of the filter conditions to be displayed. You will have to click on   to see this field.
    Operator Select the appropriate operator.
    Value Insert the value which you wish to match. Note: Use _ for one-character wildcards, % for any number of characters.
  4. Click on  

View an Existing Report

  1. Go to Reports > Direct Feed Reports
  2. Select the report you wish to see and click on  
  3. If a full report has not been created yet, select create full report. If you wish to see the most recent results on your report, select create full report.
  4. If you want to see the results of a report, select the report and select  
  5. allows you to download a copy of the report in these formats – text, tab delimited (txt), XML and HTML.
  6. If you want to delete a previous report, select  

Deleting a Report Settings Definition

On the main Direct Feed Reports page, select the report to delete and click on  

Create a Custom Attendance Sheet for One Event

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  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. Click on the word ‘Default’ or ‘Custom’ in the column ‘Current Settings’ for the relevant event
  3. You may have to maximize your browser window to view the default setting screen properly.
  4. The data to enter is broken down into the columns that will appear on the attendance sheet:
    Column Number This field is for your information only and cannot be edited. It represents the column order number.
    Column Headings (Optional) Enter the heading that will appear above the data. Note that up to four different types of data may be displayed in each column. In this example, the email address of the registrant will be displayed below the registrant’s name.
    Column Data Select any of the data from the drop down menu. All fields (including custom questions) from any registration forms are listed. Some fields, such as the registrant’s name, have several display options.
  5. If you would like the attendance sheets to have a place to check off attendance, make sure that one of the columns contains the Column Data ‘Attendance Grid’. It is an option in all of the drop down menus. You may even have multiple attendance grids on the same attandance sheet (for example, for different weeks).
  6. If an attendance grid is to appear, you must specify the length of the grid. This is done at the bottom of the screen, under ‘Attendance Grid Length’. For example, if you wish to represent one week, you might enter ‘7’.
  7. Click on  

Change Default Settings

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  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. Click on  
  3. The data to enter is broken down into the columns that will appear on the attendance sheet:
    Column Number This field is for your information only and cannot be edited. It represents the column order number.
    Column Headings (Optional) Enter the heading that will appear above the data. Note that up to four different types of data may be displayed in each column. In this example, the email address of the registrant will be displayed below the registrant’s name.
    Column Data Select any of the data from the drop down menu. All fields (including custom questions) from any registration forms are listed. Some fields, such as the registrant’s name, have several display options.
  4. If you would like the attendance sheets to have a place to check off attendance, make sure that one of the columns contains the Column Data ‘Attendance Grid’. It is an option in all of the drop down menus. You may even have multiple attendance grids on the same attandance sheet (for example, for different weeks).
  5. If an attendance grid is to appear, you must specify the length of the grid. This is done at the bottom of the screen, under ‘Attendance Grid Length’. For example, if you wish to represent one week, you might enter ‘7’.
  6. Click on  

Using Attendance Sheets for the First Time

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The first time you use the attendance sheets feature, you will have to define the default settings. This means that you will have to decide which information collected on the registration form should appear on the attendance sheet. Each event may also have its own custom attendance sheet, but the default settings must still be defined.

  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. Click on  
  3. You may have to maximize your browser window to view the default setting screen properly.
  4. The data to enter is broken down into the columns that will appear on the attendance sheet:
    Column Number This field is for your information only and cannot be edited. It represents the column order number.
    Column Headings (Optional) Enter the heading that will appear above the data. Note that up to four different types of data may be displayed in each column. In this example, the email address of the registrant will be displayed below the registrant’s name.
    Column Data Select any of the data from the drop down menu. All fields (including custom questions) from any registration forms are listed. Some fields, such as the registrant’s name, have several display options.
  5. If you would like the attendance sheets to have a place to check off attendance, make sure that one of the columns contains the Column Data ‘Attendance Grid’. It is an option in all of the drop down menus. You may even have multiple attendance grids on the same attandance sheet (for example, for different weeks).
  6. If an attendance grid is to appear, you must specify the length of the grid. This is done at the bottom of the screen, under ‘Attendance Grid Length’. For example, if you wish to represent one week, you might enter ‘7’.
  7. Click on  

You many now View an Attendance Sheet or Create a Custom Attendance Sheet for an Event.

View an Attendance Sheet

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  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. A screen listing each event will appear. To view an attendance sheet for an event, click on the name of the event:
  3. The attendance sheet will appear, containing the data defined in the default settings or the custom settings.

Canned Reports

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Canned Reports are special reports programmed by eRegisterNow staff. They go beyond the capabilities of the Custom Report Writer. If you would like a custom canned report to be created, please contact us. The cost of a canned report varies between $250-500.

Several reports already exist within the eRegisterNow system. To access them go to Reports > Canned Reports.

Pre-defined Reports include:

  • Name Tags
  • Pending Invoice Report
  • Revenue Report by Month
  • Internal Registration List
  • External Registration List

How to View a Canned Report

  1. Go to Reports > Canned Reports
  2. Select the following settings:
    Report Select a report from the drop-down menu.
    From – To Select the date range of the registrations.
    Category Select ‘web programming’ or ‘All’
    Range Select the range of events. This is useful if there are many events. Once you have selected a range, click   to see a list of events.
    Events List Check off all events that you wish to use in the report.
  3. Click on  
  4. Enter the number of names to appear per page of the report and click on  
  5. Click on  
  6. The report will appear:

Create a Custom Report

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There are four types of custom reports:

  • Transaction Reports allow queries of the confirmed transactions that have taken place. The results have one record per transaction in the system.
  • Registrant-Event Reports allow queries of registrant information on a per-event basis. The results have one record per registrant per event. Financial data is also available.
  • Registrant Reports allow queries of registrant information on a per-registrant basis. The results have one record per registrant. Financial data is also available.
  • Event Reports allow queries of event information. The results have one record per event. Financial data is also available.

When you create a new report, a tab for that report type appears under custom reports. Any other reports of that type will also be available by clicking on that tab.

How to Create a New Report
  1. Go to Reports > Custom Reports
  2. If reports already exist, then you will have to click on the “Define New Report” tab.
  3. Enter the name of the new report and click on the button above the textbox.
  4. If no other reports of that type exist, a new tab will be created.
  5. Click on  
  6. Check off any fields that you would like to appear in the report and enter the following settings:
    Custom Heading Enter the title of the heading as it will appear in the report.
    Column Enter the column number for the data in that field.
    Type Select ‘Word/Date’ or ‘Number’
    Sort If you would like this field to be the data used to sort the report entries, select ‘Yes’. A textbox will appear where you may enter the number of the priority of the sort. For example, data will be sorted using the field with a sort of ‘1’ before it is sorted by a field with a sort priority of ‘2’.
    Group If you would like the data to be “grouped” by this field, select the checkbox. For example, if the field ‘Event’ was checked off, all entries with the same value for ‘Event’ will be merged on the report as one entry.
  7. Click on  
  8. Click on  
  9. Enter the following settings:
    Name You may edit the name of the report by entering a new name in the textbox.
    Record # Limit Enter the maximum number of records in the report.
    Line Numbers To enable line numbers, click ‘Yes’. To disable line numbers, click ‘No’.
  10. Click on  

Filtering Report Data

The Report Conditions settings are optional, and may be used to further define which data to display.

  1. Click on  
  2. Click on ‘New’ next to the field to which the condition should apply
  3. Enter the following settings:
    Operator Select the operator for the condition. Note that ‘matches’ and ‘is equal to’ are not the same. Matches is not case sensitive and can use wildcards. With ‘matches’ and ‘does not match’ you can use the following wildcards: ‘_’ represents any one character, and ‘%’ represents any number of characters.
    Value Enter the Value that should be compared.
  4. Click on  
  5. You may enter more conditions for the same field by repeating steps 12-13. Under ‘Mode’ you can select whether all conditions should be met or any conditions should be met for the entry to be displayed.
  6. Click on  

View a Report

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How to View a Pre-Existing Report

  1. Go to Reports > Custom Reports
  2. Click on the report type tab
  3. Select the report from the list and click on  
  4. To create a report using the most current information, click on  
  5. Select a report from the list and click on  
  6. The report will appear:

Download a Report

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There are four download formats:

  • TXT, tab delimited – all columns are separated by a tab. This file type can be opened in Microsoft Excel.
  • TXT, formatted – columns are formated. Borders exist betweens rows and columns.
  • HTML – an HTML table.
  • XML – the data is formatted using xml commands.

How to Download a Pre-Existing Report

  1. Go to Reports > Custom Reports
  2. Click on the report type tab
  3. Select the report from the list and click on  
  4. To create a report using the most current information, click on  
  5. Select a report from the list and click on  
  6. Right-click on the word ‘download’ next to the file type and click on ‘save target as’