Reports FAQ - Report Setup (Event Reports)

The Report Setup page is used to create or edit custom reports for an event. The available options depend on the modules enabled for the account and event.

How to create or edit a report

• To create a new report, open the page by clicking Add Report on the Reports/Analyze (Report List) page within an event.
• To edit an existing report, click edit in the Actions column for that report on the Report List page. The page may still show options depending on the modules enabled, but the Report Type cannot be changed on an existing report.

Videos

• All Certain University videos about Reports are available.

Scope

• Reports set up on this page apply to the current event only.
• For reporting across multiple events in an account, see Events > Consolidation.
• For reporting on Profiles in an account, see Profiles > Reports.
• For reporting on Suppliers in an account, see Suppliers > Reports.
• For account reports and system reports, see Account Settings > Reports.

About Reports

• To create a report, complete the information described below and click Save.
• For additional information, see How do I perform common tasks in the reports area?
• To preview the custom report at any time, click Run Report.
• To delete a report once saved (remove from the Report List page), click Delete.

Notes about the left navigation panel

• After a new report is saved, the Left Navigation Panel appears with links to complete report setup steps. The same links are available when editing a 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 that identifies the report.
• Group (Optional) To make reports easier to review, place reports into groups.
• The group name appears on its own title bar on the Report List page.
• Groups are included as Filters in the Report List.
• To create the first group, enter a group name in the text entry field.
• After one group is created, select an existing group from the Group drop-down list or type a new value in the Enter a new group field.

Video

• Video: Creating Report Groups to Organize the Report List (30 sec)

Visibility

• This section shows various options, depending on previous selections.
• Show to selected user only — Enables control over which Certain user can access the custom report. When the checkbox is selected, the drop-down list becomes active to select a user.
• Notes — This setting restricts access to a single user (not to a group). The option must remain unchecked if all users must have access to the report.
• Include in 2.0 API EVENT object response — Applies only if the 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.
• The section becomes visible only after the first save of a new report, or when editing an existing report.
• This option allows generating a unique link to a version of the report that does not grant access to any other data.
• The access level can be read-only or allow running selected mass actions.
• The option can allow data export or restrict access to non-Certain users (for example, a sponsor or supplier).
• Full details of Report Tokenization are available.

Report Type

• This section shows various options, depending on previous selections.
• When a report is first created, the default report type is Registrations in the Registration Reports category.
• 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, though the available columns for inclusion may be.
• Caution: You cannot change the report type once you have saved the report.
• The options are not shown when editing an existing report.
• If a report type change is required, create a new report.

Report types available

| Report Category | Report Type | What It Does | | --- | --- | --- | | Registration Reports | Registration Approval Statuses (Requires the Qualification and Approvals module.) | Returns one row per qualification status per registrant. (A "qualification status" may be an approval status or a recommendation status. A registrant may have several recommendation statuses — one per reviewer.) | | Registration Reports | Registrations | Returns one row of data per registrant for a single event. This is the only report type that may be used to send group email messages or to print name badges and labels. May optionally be designated as a Changes Report. | | Registration Reports | Registrations with Webinar Details | Returns one row of data per registrant for a digital event, including whether attended live or on-demand, number of questions asked, etc. (Available only if the Digital Events module is enabled.) | | Registration Reports | Registration History | Returns one row of data per action (including emails, changes, and notes) taken on a Registration or Profile record. | | Registration Reports | Viral Registrations | Returns one row per invite sent via the "tell a friend" option on a registration form. (Available only if Social Media option of Event Module is enabled for the event.) | | Registration Reports | Registration Modifications | Returns one row per modification made to a complete registration, including profile data, all registration history items, and all standard registration fields. | | Accommodation Reports (Require the Accommodation Module.) | Hotel Room Inventory | Returns one row of room inventory information for each hotel room type and night in the event's room block. | | Accommodation Reports (Require the Accommodation Module.) | Roommates | Returns one row per registration who is sharing a room. May optionally be designated as a Changes Report. | | Accommodation Reports (Require the Accommodation Module.) | Room Reservations | Returns one row per room reservation, per registrant. May optionally be designated as a Changes Report. | | Accommodation Reports (Require the Accommodation Module.) | Room Reservation Modifications | Returns one row of data per modification to room reservations, including changes made to the registration or profile information of that room's leader. | | Travel Reports (Require the Travel Module.) | Registration and Travel | Report on registration data with travel request and reservation information. May optionally be designated as a Changes Report. | | Travel Reports (Require the Travel Module.) | Travel Flights (Requires the Travel Packages sub-module.) | By default, returns one row for each flight on which attendees are booked, whether as part of flight packages, as pre-booked flights or as one-off flights. (Edit the Advanced Filter to report on attendees who don’t have flights, or to include all attendees, regardless of whether they have flights or not.) May optionally be designated as a Changes Report. | | Travel Reports (Require the Travel Module.) | Travel Reservations (Requires the Travel Reservations sub-module.) | Report on all travel reservation data, including traveler information and trip details. May optionally be designated as a Changes Report. | | Travel Reports (Require the Travel Module.) | Roommates and Travel | Report on registration and roommate data with travel request and reservation information. | | Travel Reports (Require the Travel Module.) | Room Reservations and Travel | Report on registration and hotel room reservation data with travel request and reservation information. | | Check-In Reports | Check-Ins (Requires Certain Check-In) | Returns one row per registrant per check-in. | | Financial Reports | Charges | Returns one row per charge for registrations that have charges, plus one row per registration for registrations without charges (when no Filters are applied). | | Financial Reports | Invoices | Returns one row per invoice that's been generated in the event. | | Financial Reports | Payments and Refunds | Returns one row per payment or refund assigned to reservations. | | Financial Reports | Transactions | Returns one row per charge, payment or refund (i.e. per transaction) for registrants that have these transactions, plus one row for each registration without any transactions. | | Agenda Data Reports | Registration Agenda | Returns one row per agenda item, per registration. May optionally be designated as a Changes Report. | | Agenda Data Reports | Registration Agenda with Travel Questions | Returns one row of data per agenda item, per registration, including any travel question data along with any other custom questions. | | Agenda Data Reports | Registrations with Agenda Items | Returns one row per registration, including agenda items as columns. | | Agenda Data Reports | Registrations with Agenda Groups/Sessions | Returns one row per registration, including agenda groups /sessions as columns. | | Agenda Data Reports | Registrations with Agenda Items and Questions | Returns one row per registration, including agenda items, custom profile questions and custom registration questions as columns. | | Agenda Data Reports | Registrations with Agenda Start Times | Returns one row per registration, with agenda item start times as columns. | | Package Reports | Registrations with Packages | Returns one row per registration, with agenda groups/sessions as columns. | | Registration Group Reports | Registration Groups | Returns one row per registration; columns and filters include all Registration Groups fields. | | Registration Group Reports | Registration Groups with Promo Codes Reports | Returns one row per registration; columns and filters include all Registration Groups as Promo Codes fields. By default, includes all registrations, regardless of whether they have promo codes. You can use the “Has Promo Code?” filter, with a value of “Yes,” to restrict the report to include only those registrations that do have promo codes. | | Session Data Reports (Require Speaker and Session Management to be enabled.) | Registration Sessions | Returns one row per session, per active registration. If Digital Events module is enabled and the session is connected to a webinar, this report includes webinar engagement columns (such as whether attended live or on-demand, and number of questions asked). | | Session Data Reports (Require Speaker and Session Management to be enabled.) | Conflict Report (Requires the Appointment Module.) | Returns one row per session per registration, where the session conflicts with an appointment for that registration. | | Session Data Reports (Require Speaker and Session Management to be enabled.) | Registrations with Sessions | Returns one row per registration, including scheduled session instances as columns. | | Session Data Reports (Require Speaker and Session Management to be enabled.) | Session Ratings | Returns one row per session, per registration, where the session has been rated (in Certain Mobile or an Event View). | | Session Data Reports (Require Speaker and Session Management to be enabled.) | Registrations with Agenda Items and Questions | Returns one row per registration, including agenda items, custom profile questions and custom registration questions as columns. | | Session Data Reports (Require Speaker and Session Management to be enabled.) | Registrations with Agenda Items and Questions and Sessions | Returns one row per registration, including agenda items, custom profile questions and custom registration questions as columns. | | Speaker Data Reports (Require Speaker and Session Management, including Conference Sessions) | Sessions with Instances | Returns one row per speaker, per instance, per session. For example, a session with 3 scheduled instances and 2 speakers will return 6 rows: 1 session x 3 instances x 2 speakers. | | Speaker Data Reports (Require Speaker and Session Management, including Conference Sessions) | Sessions with Speakers | Returns one row per speaker per session. (Includes any sessions without speakers.) | | Speaker Data Reports (Require Speaker and Session Management, including Conference Sessions) | Speakers | Returns one row per speaker, listing speaker information. All Speaker fields are available in Columns, Groups, Filters and Custom. | | Speaker Data Reports (Require Speaker and Session Management, including Conference Sessions) | Sessions | Returns one row per session. The "Speakers" column includes a list of the session's master speakers (those assigned at the session level, not at the instance level). Note: the column returns data only if the Conference Sessions sub-module is enabled. | | Speaker Data Reports (Require Speaker and Session Management, including Conference Sessions) | Speakers Session Instances with Registrations | Same as "Sessions with Instances" report, plus registrations for each scheduled instance. That is: Returns one row per registration, per speaker, per scheduled instance, per session. | | Speaker Data Reports (Require Speaker and Session Management, including Conference Sessions) | Session Consolidated Report | Returns one row per speaker, per scheduled instance, per session. (Includes any sessions without any scheduled instances.) | | Reviewer Data Reports (Require Speaker and Session Management, including Conference Sessions) | Reviewer | Returns one row per session per reviewer. |

Caution about changing the report type

• You cannot change the report type once you have saved the report.
• The options are therefore not shown when editing an existing report.
• If you wish to change a report’s type, you need to create a new report instead.

Changes Report Options

• This section is displayed only:
• after you have saved a new report or are editing an existing one, and
• if the report type is one which may be designated a “Changes report”.
• The following report types may be designated as Changes Reports:
• Registrations
• Registration Agenda
• Roommates
• Room Reservations
• Registrations and Travel
• Travel Flights
• Travel Reservations
• Lock report to enable Changes Report options — Select to specify the report as a Changes Report without having to first export it.
• When the report has been “locked”, the following options are added:
• Show new records under label — Use the default label, "ADDITIONS", or enter a new one.
• Show removed records under label — Use the default label, "CANCELLATIONS", or enter a new one (such as "Removals").
• Show modified records under label — If selected instead of the next option ( separate rows): Use the default label, "MODIFICATIONS", or enter a new one.
• Choose how to show the changes:
• Show changed fields within the row — If selected, identify the changed information by using bold text, [Brackets], underlining, or a color.
• Show changes in a separate column under label — If selected instead of “… within the row”, use the default label, "Changes", or enter a new one.
• Show changed fields in separate rows — If selected instead of the previous option ("…under label"): Use the default labels for Field Changed, Old Value, and New Value, or enter new ones.

Roles-Based Access

• This section lists all roles defined for the account (on Account Settings > Management > Roles).
• Select a role to make this report available to users assigned that role.
• Note: If no roles have been defined, the section is not displayed.
• Note: Roles-Based Access is available only for Event- and Account-level reports. (Not for System, Consolidation, Profile, or Supplier reports.)

End of content

• This article covers how to configure and manage custom reports on the Event Reports setup page.

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