Reporting on Event Custom Fields

Contents
Adding Event Custom Fields
Attendee vs. Registrant Custom Fields
Reporting on Events 
Reporting on Multiple vs. Single Events
Related Guides

Creating & Adding Event Custom Fields

Event Custom Fields are configured under the System Settings tab and can be used for any event in your system. 

Using these types of custom fields is basically a two-step process:

  1. Create the field - to create a Event Custom Field, navigate to: System Settings > Home/Dashboard > Events > Event Custom Fields.
  2. Add the field to an event form - once you've created the custom field, it will be available for use on any event. Creating the field does NOT add it to any event forms, you must do this manually for each event from the Event Detail Page. This is described in more detail here. 

Attendee vs. Registrant Custom Fields

Attendee Custom Fields

General and Specific Event Custom Fields that are designated as Attendee Fields are available as columns in the Event Attendee Report. These will be included as columns by default when reporting on a single event. Click on the Attendee List quick report link from your event detail page to access this report.

  • Attendee custom fields will NOT be available to select from the column field selector.
  • When reporting on a single event, any attendee custom fields that you set up for the selected event will automatically display in your report results. 
  • When reporting on multiple events, attendee custom fields will only display provided you select the option to  include event's custom data.

Registrant Custom Fields

General and Specific Event Custom Fields that are NOT designated as attendee questions (meaning they are only filled out by the registrant) will appear on the Event Registration Report. These will be included as columns by default when reporting on a single event. 

  • Registrant custom fields will NOT be available to select from the column field selector.
  • When reporting on a single event, any registrant custom fields added to that particular event will automatically display in your report results. 
  • When reporting on multiple events, registrant custom fields will only display provided you select the option to  include event's custom data.

Reporting on Event Data

When selecting an event report, bear in mind that NeonCRM differentiates between an event Registrant and event Attendees. The registrant must be a Neon account, whereas attendees do not need to have their own individual accounts. The transaction is tied to the registrant, as this is the person that fills out the registration form. 

All event reports are found here: Reports > New Report > Event. 

You can also access links to pre-configured reports from the Event Detail page and Session Detail page of each event, as described in this guide. 

Event Registration Report

Event Registrant Reports pull from transaction data. These reports show you the details of event registration transactions. They also list who that registrant has specified as attendees in the Attendee Info column.  Each row in the report results will be a different event registrant. 

Below are the event related search categories available for the Event Registration Report. 

Event

Event related search criteria as well as registration data.

Event Registrant

Search on Neon account data of event registrants.

Event Custom Fields

Search on any Event Custom Fields that are designated as registrant questions. This search group only displays after a registrant custom field has been created.

Attendee Custom Fields

Search on any Event Custom Fields that are designated as an "Attendee Question". This search group only displays after an attendee custom field has been created.

*Coupon Code

Search on 'Coupon Code' and 'Discount Dollar Amount' under this category.

Event Attendee Report

An Attendee Report is similar to a registrant report, but it breaks out registration information for events by each attendee. Each row in the report results will be a different event attendee.

Below are the event related search categories available for the Event Attendee Report. 

Event

Event related search criteria as well as registration data.

*Event Attendee

Search on event attendee information.

Event Registrant

Search on Neon account data of event registrants.

Event Custom Fields

Search on any Event Custom Fields that are designated as registrant questions. This search group only displays after a registrant custom field has been created.

Attendee Custom Fields

Search on any Event Custom Fields that are designated as an "Attendee Question". This search group only displays after an attendee custom field has been created.

Reporting on a single vs. multiple events

When you run a new event report, before loading your search criteria you have to decide to report on a single event or multiple events. 

event_report_step_1.png

Report on Multiple Events

If you choose to report on multiple events, you will NOT be able to include ticket and session data in your results. 

Additionally, if you select the option to 'include event's custom data', your report will include output columns for event custom fields from all events, not just the ones you selected. When you select this option, all event custom data will be automatically added as output columns. You cannot change the order in which those columns display.

include_event_s_custom_data.png

Single Event

If you choose to report on a singular event, all un-archived events in your system will be available to select.

zd_report_single_event.jpg

You will notice that the Event and the Event Registration Status search fields will come preloaded, as shown in the example below. 

The checkbox to include the event's custom data will also be preloaded. All event custom fields added to the selected event will be automatically added as output columns for this report. You cannot change the order in which those columns display.

default_criteria_for_one_event.png

When running an Event Attendee Report on a single event, you can pull in session data as columns. From the field selector, enter the search term "(E)" to find event sessions.

Event_Session.png

Adding sessions to your report will add output columns for session ticket name, fee and quantity.

session_columns.png

You can also access single event reports from the event detail page and each event session detail page.


Related Guides

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