Hi all! I'm excited to be posting the next edition of Tip of the Week.
TOPIC: New Reports
There have been several inquiries in the Cvent Community regarding reporting. Below is some information and ways to mitigate some of the challenges people are experiencing with reporting.
Where are Sessions and Admission Items in Cross Event Reports?
If you are looking for a cross event report that includes registration by Session Name or Admission Item, you will find this data under "Agenda Items". Use the Agenda Item Type filter to choose which Agenda Item data you want included in your report.
Cross Event Session Reports
Cross Event Reports > Agenda Items - Registration Details
Cross Event Reports > Agenda Items - Registration Summary
Admission Item = Agenda Item Name
Session Name = Agenda Item Name
Session Code = Agenda Item Code
Filter by Agenda Item Type if you only want to include sessions.
Coding and Naming Standards
How we build out our events as it relates to reporting not only provides the data that is needed for KPIs and metrics, but it also enhances event management efficiencies. Use naming and coding standards to help keep data consistent event over event.
Example:
YearMoDa | Event Name | Internal Job# or other identifier
2021-0330 | Virtual Wine Tasting | JOB00000
Coding in this manner helps with sorting, searching and identifying specific events using various methods of identification. This can also be applied to Session Coding.
Field Data List by Report Workbook
Creating the Workbook
One of the challenges with the new reporting module is finding the field data we need within each Cvent-templated report. You can create an Excel Workbook of report fields by copying and pasting the fields for each report to a worksheet.
- Open a report and go to Report Data Settings > Fields
- In the Display: menu, I choose the category and Select All. I do this for all of the categories of information that are relevant. For instance, I do not include categories related to travel.
- Run
- Export a report
- Copy and Paste the field names using the Text to Column paste function.
- Rename the worksheet to the report name
While this is not foolproof when Cvent updates their reports, this will give you a good starting point for creating reports without having to pop in and out of reports in Cvent looking for the field data you need.
Using the Field Data List by Report Workbook to Create Reports
One of the challenges expressed is not having the ability to create a singular report to include all of the data needed. Build strategy will help mitigate this. Now that you have the fields for each report, you can blueprint your report(s) in Excel. By using Excel, you can see more of the fields, easily order the fields for your report and think out the filtering and sorting, then apply your information in Cvent. This approach is an effective way to create a larger, comprehensive report or group of reports to help get your metrics and to enhance event management. Refer to the image for an example.
- Copy your Field Data List workbook
- Open the tab corresponding to the report you are creating
- Set up the worksheet as follows with the bolded words as your field header in the first row:
- Column A = Order This is a column with a numerical sequence to correspond with the column order in a report.
- Column B = Field Name
- Column C = Notes (Filters, Groupings, Sorting and any general notes)
- Turn on the Filter Data function in the first row.
- People will be able to easily change the order of the fields by updating the number in Column A and then sorting Smallest to Largest. No cutting and pasting needed.
- Apply to the report in Cvent. From there, you will be able to easily change the order (use Cvent's easy click and drag feature), filters, grouping and sorting, if needed.
Build Reports into Your Registration Site Templates
You are able to template your reports within a registration site template.
What are your reporting hacks? - Let me know below!
- What are ways you use reporting to enhance your event management processes?
- How do you use coding and naming standards to enhance your event management processes?
- What is your method of building reports?
- What enhancements would you like to be made to Reporting?
#CventTip
#ReportingandInsights------------------------------
Loretta Peterson
Events Associate
CDW
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