INTRODUCTION
Feature Summary: Create reports that summarize key event participant data.
Use Cases: System users can produce reports on event activity for any time period. Enable filters to generate reports on event category, tag, and session.
SETUP REQUIREMENTS
Log in to the admin dashboard.
Click REPORTS > EVENTS > REGISTRANT SUMMARY. A new page displays.
Report Filters
Use the calendar icons to select the date range for when registrations were made and the event start and end dates. Optionally, specify event start and end times to narrow results by time of day.
You can also apply additional filters to limit results by event sessions, categories, and tags. Optionally, select the Group by Session checkbox to organize results by individual event sessions.
Below is a description of each available filter option:
Event Session(s): Select specific event sessions to include in the report, or leave set to ALL to include every session within the selected date range.
Registered On From / Registered On To: Defines the date range when members registered for events.
Registered On From = the earliest registration date to include.
Registered On To = the latest registration date to include.
Event Start Date / Event End Date: Specifies the date range of the event(s) to include in the report.
Event Start Date = beginning of the event period.
Event End Date = last date of the event period.
Event Start Time / Event End Time: Filters the report to include only events that start or end within a specific time of day. This is useful for analyzing morning, afternoon, or evening events separately.
Category(s): Select one or more Event Categories to narrow results.
Tag(s): Filters the report to include only events or members associated with specific event tags (e.g., Adult, Junior, Beginner).
Group By Session: When checked, the report data is grouped by individual event sessions. This allows for more granular analysis of participation per session.
Filter (Button): After setting your desired criteria, click Filter to generate the report results based on the selected filters.
Viewing the Report
When the system user adds or removes filters, CourtReserve automatically updates the report table at the bottom of the page.
The report shows data for the following columns:
Category: The Event Category assigned to each event (for example: Clinics, Camps, Leagues, Social Events).
Full Registration: The total number of full registration spots filled across all events within the selected filters (e.g. sessions, categories, times, dates). This count includes all full registrations, even if the same participant registered for multiple events.
Unique Full: The number of distinct members who have fully registered for events in within the selected filters. If a member registers for multiple events, they are counted once in this total.
Drop-Ins: The total number of drop-in registrations recorded for events within the selected filters. This includes all drop-in instances, even if the same member registers for multiple drop-in events.
Unique Drop-Ins: The number of individual members who participated as drop-ins within the selected filters. Each member is counted only once, regardless of how many drop-in events they attended.
Drop-In Waits: The total number of members placed on a waitlist for drop-in events within the selected filters.
Full Waits: The total number of members placed on a waitlist for fully registered events within the selected filters.
Note: For a detailed breakdown of the registrants, use the Event Registrant Detail Report.
Download a Report
Click the Export button to save the table as an .xlsx file.
Saving a Report
Click the Save Report button to keep the report on the platform. Enter a report name and select a Visibility option. Private means only the user who created the report can see the report. Shared means users with report access can view this document.
To view previous reports that were saved, click the Saved Reports button. Users with access can click the Load button to view a report or the trash icon to delete the saved report.
