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Event report (Custom report)

The Reporting (Beta) screen will eventually replace the legacy Reporting screen and will include a host of new and improved reports and features. These features and reports will be rolled out in stages, over several consecutive releases.

This custom report lets you generate a list of events, along with the users that have access to those events, and their current event status (Not applied, Applied, Approved, Withdrawn, Waitlisted, Rejected).

Screenshot 2024-05-31 at 15.20.43.png

This report can be very useful for keeping track of users' event attendance on your platform, and as recorded proof that a user has attended an event. For example, you might use it to identify when users have missed important or compulsory events, such as compliance training events that form a key part of learning plans. In this case, you could filter the report by Start date, from 1st January to 31st December of a particular year, and by User’s event status = Missed, to see how many users missed important events over the course of a particular year.

Screenshot 2024-06-12 at 10.16.09.png

Standard fields included in the report

The following fields are always included in this report as standard:

Notes:

  • The fields listed below are always included in this report and cannot be removed when creating it.

  • The list below does not include any custom profile fields that are specific to your organisation. For example, your organisation may have custom fields such as Location, Department, or Job Title.

Column

Definition

Example

User id

The unique identifier of the user who has access to the event.

1234

Community id

The unique identifier for the community where the event was created.

1234

Community name

The name of the community where the event was created.

Health and Safety

Date created

The date the event was created.

2024-01-01 16:05:21

Event id

The unique identifier of the overarching event that contains the occurrences.

1234

Event name

The title of the overarching event that contains the occurrences.

Health and Safety in the Workplace

Event cost

The cost of the event. If the event creator has not specified a cost, this column will be empty.

The creator of the event may have specified a cost because there is a ticket that attendees must purchase or a fee they must pay in order to attend the event, such as a ticket that must be purchased at the door of the venue, or a fee that must be paid in advance.

£20

Occurrence id

The unique identifier of the occurrence within the event.

An event can have multiple occurrences, and a user might attend only one of these occurrences. For example, an event might have a unique occurrence aimed at different people, such as an occurrence for each regional office within an organisation, with slightly differing localised agendas specifically tailored to each one.

1234

Start date

The start date of the event occurrence.

2024-02-01 09:05:21

End date

The end date of the event occurrence.

2024-02-01

09:05:21

Training duration

The training duration of the event occurrence in HH:MM:SS.

05:00:00

If the event creator has not specified an amount of time, 00:00 is displayed in the Training duration column.

Occurence location

The location of the event occurrence. This might be a real location, such as a meeting room, venue, or street address where the event is taking place, or it could be the link to an online meeting, such as in Zoom, Microsoft Teams or Google Meet.

Examples:

  • Meeting Room A

  • The Conference Centre, 123 Manchester street, 462 1BX.

  • virtual.meeting.room. platform.com/wmv-zhbg-wswwfsfsfsfsfg

Host type

The host type for the occurrence.

The following host types are displayed:

  • Internal: The host is a registered user with a profile on your platform. When choosing an internal host, the event creator searches for and selects an existing user from the dropdown.

    Screenshot 2024-06-13 at 10.59.53.png
  • External: The event creator has chosen someone to host the meeting who is not a registered user on your platform, such as a person who is not a member of your organisation - perhaps a guest speaker. When an external host is chosen during the event creation process, the event creator enters that person’s name, email address, and uploads a photo of them.

    Screenshot 2024-06-13 at 11.04.02.png

Internal

Host name

The name of the person who is hosting the event occurrence.

Jane Doe

User’s event status

The user's event status.

The following statuses are available:

  • Not applied: The user has access to the event through a community but has not applied to attend it.

  • Applied: The user has applied to attend the event and is awaiting approval by an approver.

  • Approved: The user applied to attend the event and has been approved to attend the event by an approver.

  • Withdrawn: The user had applied to attend the event but has now withdrawn their application to attend.

  • Rejected: The user applied to attend the event but their application has been rejected by the approver.

  • Waitlisted: The user has applied to attend the event but the limt on the number of available spaces has been reached, which means they have been put on the waitlist. If a space becomes available, the user becomes eligible to attend the event.

  • Attended: The user has been marked as attended.

Attended

User’s last status update date

The last date the user’s event status was updated.

2024-02-01 09:05:21

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