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  • 1.  Exporting all attendee data in one file

    User Group Member
    Posted 11-26-2023 19:58

    Hi

    I want to export all attendees (not invitees - just those who are 'accepted' to attend) in one file (preferably with the event that they attended in one column).

    I've tried a few options but Cvent keeps crashing.

    Anyone had any luck trying to do this?

    I have around 2 years worth of attendees to download and can't face doing it on every individual event.

    Cvent support says to do it that way (or by month) but I'm sure there is a quicker option.

    Thanks.


    #AttendeeHub
    #ReportingandInsights

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    John Wilson
    Head of Marketing Events APAC
    IDG Communications, Inc.United States
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  • 2.  RE: Exporting all attendee data in one file
    Best Answer

    Posted 11-28-2023 14:04

    Hi John, I've set up cross event reports to capture participants, but have figured out I have to do them one year at a time, otherwise they get too big to run and crash. I use the Agenda Items - Registration Details template. I filter on a custom date range and Agenda Item Type = Session as I offer multiple sessions throughout the year under one event and want to capture attendance by session.

    I include Advanced Criteria of Event Title Contains "keyword" and Planner Email Address Equals my email. In the Fields area, include Participant - I include the field under the Agenda Items - General Information section as well as Registration Information section to capture both event and session participation.

    I include the Event Title and Agenda Item Name so I get one row per person per session.

    Hope that helps.

    Kim



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    Kim Reed
    Technology Training Specialist
    Bellevue School District #405United States
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  • 3.  RE: Exporting all attendee data in one file

    User Group Member
    Posted 11-28-2023 23:31

    Thanks Kim - this is perfect. I made a few changes to the report criteria but it works perfectly. I ran one calendar year at a time and it seems to export ok (around 11k attendees per year).

    I appreciate the help, thank you!

    John



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    John Wilson
    Head of Marketing Events APAC
    IDG Communications, Inc.United States
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  • 4.  RE: Exporting all attendee data in one file

    Cvent Staff
    Posted 11-28-2023 18:54

    Hi John,

    Hope you are well!

    You can try running 'Invitees and Registrants' report under Cross Event reports to get the data. Once the report is up, go to Data at top right > Change report Data > scroll down to 'Invitee Status' > Click on the drop down > uncheck all statuses and only select 'Accepted' > Select the date range > Go to Fields tab > Select the fields you want to display > run the report.

    If there is a lot of data in the report, your report might take a while or might crash. Therefore, I would also suggest you to run the report in 2 or 3 batches and then combine the report outside Cvent. Try running it for 6 months date range at a time and see if that works.

    You can refer to the following article for your reference :

    Your Guide to Running Reports in Cvent == LINK : : https://support.cvent.com/s/communityarticle/Your-Guide-to-Running-Reports-in-Cvent

    I hope this helps. Please let us know if you have any further questions.



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    Raashi Semwal Khati
    Senior Quality Analyst
    Cvent
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