Overview
- Consolidation Reports enable you to run reports that show registrations, charges, payment and refunds, transactions, contacts, and location data across multiple events in the current account, and optionally from all that account's sub-accounts if it has any.
- Note: Consolidation reports only return records for live registrations, not for test ones.
Add and Edit
Add a Custom Consolidation Report
- To create a new custom consolidation report, open this page by clicking Add Report on the Events > Consolidation page in an account.
- The options shown, especially the Report Types for a new report, may depend on the modules enabled for your account.
Edit a Custom Consolidation Report
- To edit an existing custom consolidation report, click in the Actions column for that report on the same Events > Consolidation page.
- The options shown may still depend on the modules enabled, but you may not change the Report Type when editing a report.
About Reports
- To create a report, complete the information described in the sections below and click Save.
- (For additional information, see How do I perform common tasks in the reports area?)
- To preview the report, click Run Report at the bottom of the page.
- To delete a report that's been saved, click Delete at the bottom of the page.
Left Navigation Panel
- Custom reports are configured using several pages.
- Once you have saved a new report from this Setup page, the Left Navigation panel includes links to these other pages; go to each one to complete the configuration.
Page (What It Does)
| Page | What It Does |
| Setup | This page: Sets the name, description, and visibility of the report. |
| Display | Sets the report's output type and printer settings. |
| Groups | Enables you to specify up to three summary groups for organizing reports in printable formats (HTML and PDF). |
| Subtotals | For reports that display numbers, the Subtotals area enables you to set the automatic display of totals on the report. Works for reports in printable formats only (HTML and PDF). |
| Columns | Configures the specific data fields that will be displayed on the report. |
| Filters | Enables you to filter data based on up to two separate date criteria and up to six general data field criteria. |
| Page | Enables you to create custom report headers and footers that include HTML formatting and dynamic data fields. |
| Export | You can select up to three Mass Actions to apply to all records when the report is exported. These include setting standard registration properties and changing registration status. |
| Custom | You can define up to 20 user-defined columns per report. |
Report Name
- Report Name – (Required) Enter a name that makes it easy to identify the report by title.
- Description – (Optional) Enter a brief description with more information about the report.
- Report Group – To make them easier to review, reports may be grouped in any way that seems convenient to the planner. The group name is used as a subheading on the Consolidation Reports page. To create the first group, enter a group name in the text entry field. After one group is created, you can select an existing group from the Group drop-down list or create a new group.
- Visibility – This section will show various options, depending on your previous selections.
- Current Account only – The custom report is only available to users within the current account and will show only the applicable Custom Profile and Custom Event questions for that account.
- All Accounts – The custom report is available to users within all accounts, but will not show any Custom Profile Question, Custom Event Question, or Custom Registration Question column group
- Note: Once the one of the previous options has been selected and the report has been saved, the setting cannot be changed.
- Show to selected user only – If selected, select a single user in the drop-down list, to grant access to only that user. This enables access by a single user (not a Group), and should remain unchecked if you need all of your users to access the report.
- Private Report – By assigning a report to an individual user the report becomes a Private Report and is displayed on the Consolidation page with a superscript P at the end of the report name. Other users cannot see, edit, copy, or run the report, even if they know the report URL. Reports created as private should be for a specific meeting planner, since no other users can access it, apart from System Administrators, who have access to view and edit all private reports.
- Include in 2.0 API EVENT object response – Applies only if account has access via 2.0 API enabled.
Report Tokenization
- This section is available only if Enable Report Tokenization is selected under the Report Module for the account / event.
- It is displayed only once you have first saved a new report, or if you are editing an existing one.
- Here you can choose to generate a unique link to a version of the report which will not give the person using it access to any other data. You can make their access read-only or allow them to run selected mass actions. You can also choose whether to allow them to export data.
- Use this to give report access to someone who is not a Certain user, such as an event sponsor or supplier.
- Full details of Report Tokenization.
Report Data
- When you first create a report you must select one of these two radio buttons to specify the data to be included in reports.
- Caution: The Report Data selection cannot be changed once a report has been saved.
- Current Account Only – The data in the report is from all events in the current account, but not from any sub-accounts it may have.
- Current Account and All sub-accounts – The data in the report is from all events in the current account and from any sub-accounts it may have (and from any sub-accounts that they may have, and so on down the hierarchy as deep as it may go).
- Note: "Report Visibility" is independent of "Report Data".
- For example: A System report is set up in Account A with visibility for all sub-accounts, and report data is set to include all sub-accounts. Account A has sub-accounts B, C, D—and account B has sub-accounts B1, B2. If this report is run from within Account A, then it returns data from Accounts A, B, C, D, B1, and B2. But if the user changes to Account B, the user is able to see this same system report in account B's Consolidation Reports, and when they run it there, the report returns data from Accounts B, B1, and B2.
Report Type
- When you first create a report you must specify the Report Type (the default is Registrations Across Events in the Registration Reports group). The report type determines the rows of data that are returned by the report. The report column fields are configured on the Pick Report Columns page, and are not determined by the report type, although the columns available for inclusion may be.
- Caution: The report type cannot be changed once a report has been saved, so the options are not shown if you are editing an existing report. If you wish to change a report's type, you need to create a new report instead.
- The available report types are as follows:
| Report Category | Report Type | What It Does | | Consolidation Reports | Registration Contacts | Reports on Registration Contacts and the events they are assigned to. Returns one row of data per registration contact. | | | Documents | Returns one row of data per document. | | | Events | Reports on events within the current account, including their registration contact and location. Returns one row of data per event. | | | Locations/Venues | Reports on Locations/Venues/Hotels and the events they are assigned to. Returns one row of data per event. | | | Meeting Requests | Returns one row of data per meeting request. | | Registration Reports | Registrations Across Events | Returns one row per registration per event. | | | Registration History Across Events | Returns one row per registration change per event. | | Travel Reports | Registration and Travel Across Events (Requires the Travel Module.) | Returns one row per registration per event. Columns and filters can include Travel Custom Questions. | | Check-Ins | Check-Ins Across Events (Requires Certain Check-In) | Returns one row per registrant per check-in. | | Financial Reports | Charges Across Events | Returns one row of data per charge for registrations that have charges, plus one row per registration for registrations without charges (when no Filters are applied). | | | Invoices Across Events | Returns one row of data per invoice, for one or more events. (Useful for tracing an invoice when you receive a payment without any reference to the attendee's name or the event.) | | | Payments and Refunds Across Events | Record on payments and refunds assigned to Registrations for one or more events. Returns one row of data per payment or refund. | | | Transactions Across Events | Report on transactions (charges, payments, and refunds) assigned to Registrations for one or more events. Returns all charges, payments and refunds (i.e. transactions) for registrants that have these transactions, plus one row for each registration that has no such transactions. | | Agenda Reports | Registration Agenda Across Events | Reports on registration data for any events in the current account, with one row per Agenda item. Returns one row of data per agenda item (activities, sessions, tours, fees, etc.) if the registrant selected any, per registration. |
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