The Per Event Report gives you a list of registered people. You choose the columns to include and can narrow the list to rows that match your filters. Once you have the layout you want, you can reuse it for other events.
Open it from Reports > Registrant Reports > Per Event Report. It is available to admins and cashiers.
The report has three pages: create a template, choose a template and events, then view the results. Most of the setup happens on the first two pages. The final page displays the report and lets you download a CSV.
When you open the report for the first time and do not have a template yet, you will go straight to Create Template. After you save a template, the report opens on the event list.
How to run a report
- Create a template, or choose one you have already saved.
- Search for the events you want and select them.
- Click View Per Event Report.
- Review the table on screen, or click Download CSV to open it in a spreadsheet.
Back to Per Event Report takes you back to the event list. Your template, page, and selected events remain in place.
Page1: Create a template
A template defines the report layout: its name, columns, column order, and any filters. Under Report Templates, click Create New Template.
Enter a Report Name, such as Health Summary.
The page is split into two parts. Choose the form on the left, then select its fields on the right.
Form Selection
A. Show forms can be set to All Forms, Active Forms, Inactive Forms, or No Event Attached. Grey italic names indicate forms that are inactive or are not attached to an event.
B. Choose the registration form used by the events you want to report on. The field list on the right updates to match that form.
All fields – All forms combines questions with the same field name into one column. Use it when the events in your report use different forms. Choice filters work best when you select one form, because that is when the answer list can be loaded.
Fields Selection
Select the columns you need. You can include up to 100 fields, and the badge① in the header shows how many you have selected. Use the search box③ to find a field by name. Hover over the information icon ② beside a field name to see the prompt registrants saw on the form.
Selected only④ hides fields you have not selected. It is turned on when you edit a template, so you can focus on the columns already in the report. Clear Selection⑤ unchecks all fields, removing them from the report selection.
| Column | What you use it for |
|---|---|
| Checkbox | Includes this field. The header checkbox selects the fields currently visible. |
| Fields | Shows the default column title. |
| Custom Heading | Lets you use a different title in the report and CSV. Leave it blank to keep the default. |
| Position | Sets the order of the columns. Lower numbers appear first. |
| Sort Order | Enter 1 for the first sort, 2 for the next, and so on. Then choose Asc or Desc. Leave it blank if you do not want to sort by that column. |
| Filter | Keeps only rows that contain this text. See Filters below. |
Set Filters
Filters determine which registrants appear in the report. Columns you did not filter still appear; only the rows that match are kept.
A simple filter
Enter text in the Filter box for that field. The report keeps rows that contain the text, without considering capitalization. When you use more than one filter, a row must match all of them.
To match more than one value in the same field, separate the values with a tilde. Yes~No keeps a row when that field contains Yes or No.
Advanced filters
Click Advanced filters when you need more than contains.
Simple filters are removed when you switch to Advanced filters. Advanced filters remain active when you hide them.
Conditions are arranged in groups. Use Match ALL (A and B) when all conditions must match, or Match ANY (C or D) when any condition can match. Use AND or OR between groups to control how groups are combined. Click Add condition to add another condition to the same group.
If you selected All fields – All forms, choice filters do not show possible answers because the same question may have different options on different forms.
Page2: Choose a template and events
To create the report you want, select a report template and one or more events.
Event Search
| Setting | What it does |
|---|---|
| Event Name, Event Code, Category | Matches the full value or any part of it. |
| This year | Sets From and To to January 1 through December 31 of the current year. Clear it to empty those dates. |
| From and To | Keeps events whose start date falls within that range. |
| Enabled and Disabled | Lets you choose which events to list. At least one must remain selected. If you try to clear both, the page says “One of them has to be checked.” |
| Exclude events without enrollment | Hides events with no enrolled people. |
| Sort by | Event Start Date, or Event Order Number. |
Show each registrant once
Select Show each registrant once if someone is registered for multiple selected events. Their registrations will be combined into one row.
- The start date is the earliest one, and the end date is the latest.
- Event quantity is added together.
- If the event name, code, or category is the same, it appears once. Other text from different events is joined with a semicolon.
- Name, contact details, and payment totals remain that person’s values.
A highlighted row means the person registered for more than one selected event. Hover over the row to see “This person registered multiple events.”. The highlight appears only on screen; the CSV does not colour those rows.
The count at the top tells you how many people you are viewing. Without this option, the count is the number of registration records, so one person registered for two events appears in two rows.
Read the report
If the template does not define a sort, rows are ordered by event order, then start date, then last name, then first name. With Show each registrant once selected and no custom sort, rows are ordered by last name, then first name.
Download CSV saves the same columns to a file you can open in Excel or another spreadsheet.
, which will allow you to select the data you wish to have displayed on the report.
to see this field.
allows you to download a copy of the report in these formats – text, tab delimited (txt), XML and HTML.
to see a list of events.
