THESE ARE ALL ARCHIVED MATERIALS AND WILL ONLY BE AVAILABLE FOR A LIMITED TIME. THE ORIGINAL EXERCISES ARE NOT INCLUDED HERE.
To access the new EventsAir Academy, please use the "Learn" button at the top right of EventsAir.
NOTE: These videos were recorded prior to Version 16, so EventsAir looks a little different. The navigation bar is now on the left-hand side (instead of along the bottom of the screen).
Managing events and meetings requires a lot of accurate information. Reporting and exporting data in EventsAir is designed to maximize efficiency and speed up workflows:
Access and customize dozens of pre-built reports, and create custom reports for your specific requirements.
Customizable search filters let you choose the exact combination of data you need, with hundreds of different variations and selection options.
Adding or remove fields in your reports, and include a logo or other branding elements.
Use the Quick Report options to create your own specialized reports you can run anytime.
Download reports, export spreadsheets, and make reports available online to clients, suppliers, and exhibitors.
With all this information at your fingertips, you'll be unstoppable! BONUS: We'll also take a quick look at name badges in this topic, because there are some similar steps.
Lesson 1: Searching and Filtering in EventsAir
Searching and filtering information in EventsAir is useful in many modules, and especially when you're preparing reports. Combining filters in your searches helps you find the exact data you are looking for, such as:
All attendees with Early Registration
All attendees who live in a particular region
Attendees who've asked for a particular accessibility aid such as close captioning
Attendees who are in ALL of the above categories (or any combination of two of them)
The more familiar you are with the options, the better you'll get at using reports to quickly find the information you need.
Watch the video below to find out more:
NOTE: EventsAir Version 16 is here and if you've already updated, your screen won't look exactly like this video. In the newer version:
The event selection screen (opening screen) is cleaner, and Global Tools are under the Menu button.
The Navigation menu (in an event) is on the left-hand side.
Some tools have now been grouped (e.g. Attendee Action Buttons in the Attendees Panel are now all under the "Actions" button, top right).
Lesson 2: Running a Basic Report
The Reporting Panel lets you access and customize dozens of pre-built reports, and create custom reports for your specific requirements. You can add filters, customize fields, export and email reports to meet your needs.
Run a report in 4 simple steps:
In the Reports Panel, choose a Module from the list on the left (such as Registrations or Functions, for example). Once selected, you'll see reports specifically designed for that module's data.
Choose the report you want from the list.
Set a filter to show only the subset of data you want (e.g. all attendees staying at a particular hotel). TIP: If you run a report without applying a filter, it will automatically report on ALL records in your event database.
Click Previewer or PDF to see or print the report
Options include:
Create Quick Report - Once you've selected an existing report, you can create a Quick Report (a web-enabled report that you can distribute to clients, suppliers, staff, etc.)
Copy - Copies your selected report and adds it to the displayed list with "Copy" in parentheses. You can edit and rename the copied report to reflect any changes you'd like to make so you can quickly use it again next time.
Edit - The Report Designer lets you modify columns, fields and other report functions.
Delete - Deletes the selected report.
Find out more by watching the video below:
Lesson 3: Creating a Quick Report
Quick Reports are a great way to create a pre-filtered report with specific data to share with vendors, clients and other authorized parties via a website link.
Think of Quick Reports as your favorite reports, with filters and options pre-selected.
NOTE: Even though you'll see in the video below that you can set Quick Reports to public or private, best practice is to always set it to private (more on this in the next lesson).
To learn more, watch the video below:
Lesson 4: Private and Public Quick Reports
In today’s security-conscious landscape, it's crucial to know and manage which third-party processors or individuals are accessing personal data contained in EventsAir. Under the GDPR (General Data Protection Regulation) which now applies to many business environments, your data processors may include:
Clients & partner services (such as hotels)
Service providers (catering or transportation services)
e-commerce providers
Why make Quick Reports private?
A Quick Report (or Quick Export) in EventsAir can be published online as:
Public – anyone can see/export using the URL
Private – only nominated parties can receive the report or export (via email). This allows the EventsAir Data Protection Toolkit (a built-in set of tools that help you manage and protect personal data) to track each instance of authorized third party access. Only when their email is validated can they be sent the report.
For more information, watch the video below:
Lesson 5: Creating a Standard Export
Standard Exports allow you to very rapidly create a detailed export of EventsAir data from one specific module (plus the Contact module which is always included) and then export it to a variety of formats.
To learn more, watch the video below:
Lesson 6: Creating a Comprehensive Export
A Comprehensive Export is similar to a Standard Export, but instead of only being able to choose one module in addition to the Contact module, you can choose all the modules you need (and whichever data from within them you want).
These detailed exports can be saved as Quick Exports so you can re-use the set-up of the report later.
You can download a Comprehensive Export or share it online (again, we recommend you only use Private as the sharing option).
For more information, watch the video below:
LESSON 7: Printing Name badges
Even though name badges are not a report or an export, many of the steps are similar, and knowing how to print out name badges (for attendees, exhibitors, sponsors and others) is a pretty important skill for most event planners!
In this lesson, we're just covering the basics and how to print in bulk before your event. You can learn more about onsite printing, on-demand printing and designing name badges either by doing advanced topic or using other education resources on this topic. (See the link at the end of this topic.)
Watch the video below to learn more: