Creating Reports: Event-Level

Last updated: May 11, 2023

Event-Level Reports allow Administrators and 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 API . You may also add API Key and Secret login access to authorized individuals.

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, Reports from EventBuilder containing Personally Identifying Information are secured either by a password or by requiring authentication.

Learn more: EventBuilder's Role in Privacy Data.

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 an Event Report, 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: Events section with 'My Events' and the Reports icon highlighted.

The main Reports page will appear:

Reports Area Overview

The top of the main Reports page displays the following:

Request Report - Selecting the Request Report button opens a dialog for Users to set Report parameters. All available Reports can be requested via this button.
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, delete, or download the Report.
Quick View - Event Activity/Registrant Activity - At-a-glance information about recent Reports.

Available Event-Level Reports

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

Requesting Reports

Click on the Request Report button at the top of the Reports area.

Screenshot: Request Report button, highlighted.

The following window will appear:

Select the type of Report you wish to run: Registrant Activity, Attendance Activity, or Recording View Activity. Message Activity is available for Suite subscribers only. The Request Report dialog will open after Report Type selection:

Screenshot: Request Report - Event Level. Fields information on page.

Report Type - Choose Event, Registrant, or User Activity. Help text displays what data is included in each type of report.

Detail Report/Summary Report - Select output - Detail provides unformatted raw data (.CSV or JSON file), Summary provides a data overview formatted for presentation with charts, graphs, etc. Summary Reports are available for the Registrant Activity Report only. Help text on image: Summary Reports are formatted charts of activity. Detail Reports are unformatted csv or json files.

Report Name - Open text field, appears in the email subject line and title of the file. Help text on image: Name will appear in email subject line and title of the file. Please do not use a / in your report name.

Time Zone - Select the time zone your data should reflect. Dates/times will be presented in the Report in the selected time zone. Help text on image: All dates/times in reports will be presented in the selected time zone.

Select Report Data - Event or Registrant - Event Report Data returns Registrant information for Events that occurred during the specified timeframe. Registrant Report Data returns information about Registrants in the specified date range, regardless of when the Event(s) they registered for occur.

Requested Data - Set parameters for time frame of data: Last/Next/Custom. (See below)

Select Report Date(s) - One Time/Recurring, each opens options for selections specific to a One Time Report run or Recurring.

Select Date - Date to run Report. Different options appear for Recurring Reports.

Delivery Method - Email Attachment or Web View.

Send/Save - Once options are selected, click Send/Save to run the Report and close the dialog.

Summary Reports

Designed to give Users a visual overview of their requested data, Summary Reports create .pdf files presenting a summary of the results in charts and graphs.

Note: Web View report delivery is not available for Summary Reports.

The Summary Report will be delivered to the User requesting the report as a .pdf attachment. The document is not password-protected.

Screenshot: Summary Report delivery as seen in Outlook. From; "EventBuilder Reporting," and the Event Summary Activity (report name) attached as a .pdf.

Summary Report example:

Screenshot: Summary Report Example -Bar Charts depicting Questions, Polls, and Survey data.

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 available 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 and end dates. The Report will return data from within the chosen range.

Report Frequency Options

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

One Time

To request a single run of a Report, choose the 'One Time' option in the Report Request dialog:

Next, click on the Calendar icon. From the date picker, select the date you wish to run the Report.

Select the Report Delivery Method.

Recurring Reports

To encourage regular review of data and security in relation to recurring reports, the number of recurring report instances allowed are as follows:

Daily Reports: 30 days

Weekly Reports: 26 weeks

Monthly Reports: 12 months

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)

Screenshot: Recurring reports frequency dialog with Day(s) Week(s) Month(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. You will be notified prior to the Report's pending limit if you wish to extend delivery.

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 area:

Screenshot: Scheduled Reports listing - Name and Actions (circled).

To edit the Recurring Report, click on the pencil icon. The Edit Report dialog will appear: Screenshot: Edit Report dialog. Fields: Report Name, Delivery Method (Web View/Email Attachment), Time Zone, Select Report Date(s) (One Time/Recurring), How Often (Day(s), Week(s), Month(s), Next Run, Stop By, Filter, 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.

Report Delivery Options

Web View

A link will be sent via email to the User requesting the Report. Click the link included in the email to open your Portal in a browser window; log in if prompted. Screenshot: Email of Web View link (Outlook) - "Your report '(Name of report) is ready."

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.

Note: A copy of a file accessed via link - .json and large .csv files - is saved in the User's File Repository for 7 days, at which time is automatically deleted.

Email Attachment

A password-protected Report is sent to Organizer or Administrator as a file attachment in .csv format, with the password emailed separately.

Screenshot: .csv report delivery showing the report attachment. Transcript: "Your report "June Events" is ready."

The User requesting the Report will have their email address listed in the field by default.

Recurring Reports will be automatically sent on the schedule created and with the delivery method chosen at set up.