Reports: Availability

The key purposes of the availability report are to...

• Monitor capacity: how many signed up versus maximum capacity; pull full and/or empty time slots.
• Pull list of registrants by activities and time slots.

Run the report in four steps with as much or as little complexity as desired.

Step 1: Select your site.

In the drop down menu, please select the desired site.

Step 2: Filters (optional)

Activity Groups: Select the activity groups you would like to see in your report. If you want to see all your activity groups, you do not need to select them all, select the other filters and click "RUN."

Activities: In the activities drop down, select one or more activities you want to see on the report.

Start Date - End Date: Run a report for a specific date and time. For example, if you want to see all the time slots for Monday from 8 a.m. to noon, enter the earliest date/time and latest date/time of the time slots you want to see.

Options: On most sites, your options are locations. Select the options/locations you would like to see in your report, e.g. booth type, tour name, job name, etc.

Capacity Status: You can narrow down your report by choosing a capacity status:

• All - This is the default setting; it will include all activities: full, empty and available.
• Full - Displays only full activities/time slots.
• Available - Displays only activities/time slots with openings.
• Empty - Pulls only activities/time slots with no registrants.

Step 3: Run / CSV / Reset

Once you are done selecting your filters you can either:

• Run the report by clicking "RUN." FYI: Recommended to check that the report is displaying the desired information.
• Export the report by clicking "CSV."
• Reset your filters by clicking "RESET."
  
  

Step 4: View Registrations

Once you run the report, you have the capability to see how many people have signed up versus maximum capacity, and the list of users attending. When you click the Registrations link, you access the list of the registrants signed up for the specific time slot or activities. You have the option to use filters, advanced search, and change the headers on this report as detailed below.

Filters

Order by: Sort your report in either ascending or descending order on some criteria: registration date, first name, last name, group leader first name, and/or group leader last name.

Search: Search for a specific record by typing a name/email address in the search box.

Status

Registrants have two statuses and can be sorted as such.

Complete: This means they are registered for this site.

Canceled: This means an admin went into the record and clicked on the Cancellation tab (see article about cancellation) to delete the entire record. Even if the registrant is no longer registered, we retain a copy of the record in case you need it.

All: Includes complete registrations and cancelled registrations.

Type

Individual registrations: People registered on your site, including those below.

1. Individual registrations (registrants who registered themselves and those registered by an admin).
2. Group leaders who are attending.
3. Group members registered for the site.

Group leader registrations:

1. Group leaders who are attending.
2. Group leaders who are not attending.

Advanced Search Options

Advanced filters offer a very powerful reporting tool. It will allow you to search on any fields in the system and add many different search criteria and layers of searches. Follow in the order of the steps below:

1. Set up the first criteria for your search by selecting the field you want to search by in the drop down menu, e.g. T-shirt size.
   
   
2. Select the condition for that field, e.g. contains, equal, is greater than, etc.
   
   
3. Enter the desired answer, e.g. small; this search will give the list of registrants who selected small and x-small as their shirt sizes.
   
   
4. AND/OR. If you need additional search criteria, click AND/OR based on what you need. 
   
   
• AND is used if you need to search multiple criteria on each registrant, e.g. T-shirt size contains small and New Volunteer equals Yes. This will give you all the registrants that requested a small or x-small shirt size AND are new volunteers.
  
  
• OR will usually give more results, as registrants only have to meet one of the criteria, e.g. T-shirt size contains small or New Volunteer equals Yes. The list will include:
  
  
• All registrants who selected a small shirt size or extra small and are new volunteers.
  
  
• All registrants who selected small or x-small shirt size and are not new volunteers.
  
  
• All registrants who are new volunteers and selected any other shirt sizes.
  
  
5. Once you have selected AND/OR, click "+Add Rule" to get a new row of criteria.

For even more layers to your search, you can also Add a Group. It will allow you to use both AND and OR conditions within the same search.

When using advanced filters, make sure you use the Headers feature to display the fields you are searching on. See more details below.

Headers

By default, only the built-in fields will show in a report. If you want to choose specific fields for your report and manage the order in which they appear you can use the ‘Headers’ feature. Simply click the box and select the fields you need. You can arrange them by dragging and dropping them in the right order.

Step 5: Run

Once you have set all desired filters, click...

• "RUN" to run the report."
• "CSV" to export the report.
• "RESET" to clear the current search and start fresh.
• "CONTACT SELECTED" to contact registrants selected from the report.