Relay Online
Event Manager
How to Pull Reports
Within these Instructions …
Event Management Reports and Descriptions
o Basic Reports (Recommended)
o Other Reports
2

Access Reports

Run and Download Reports

Retrieving Reports
4
5
8

2
3
NOTE: At this time, Event Managers cannot create their own reports. This includes choosing
report columns or filters unique to their particular event. Thus, all reports have been created to
be generic. Report manipulation will need to be done by a spreadsheet program like Microsoft
Excel.
Thank you for your extreme patience until this functionality becomes available.
Page 1 of 8
Updated: 8/25/08
Reports and Descriptions
Basic Reports (Recommended) - These reports begin with a “B –“ so they appear at the top of the Reports List

B – Caregiver Contact Report
o

B – Coaching Email Constituent Performance
o

Report on Participant T-shirt sizes. This is the TOTAL Summary, unfiltered. Survivor
(Columns H, P, Q, & R), Team Captain (Column G), and Committee (Column AY) sizes
can be sorted out in Excel. NO FILTERS. SORTED BY: Team Name, Size, Last Name
B – Team Report
o

Survivor registrant contact information
B – T-shirt Report #01
o

Summary of gifts by participant. Includes gift details and basic participant
information. Does not include survey questions, team gifts or event gifts.
SORTED BY: Last Name, First Name, Registration Date
B – Survivor Contact Report
o

Report on Participant Fundraising. Includes: Team Name, Participant Name,
Registration Type, Online Amount, and Offline Amount. Sorted by Total of All
Confirmed Gifts($) to determine Top Individual Fundraisers.
B – Participant Performance Report - With Contact Info – HP
o

Gives all donations from Luminaria including tribute information. Sorted by Donor Name.
B – Participant Performance Report
o

Gives all donations from Luminaria including tribute information. Sorted by Donation Date.
B – Luminaria Report by DONOR
o

Broad level summary information of online and offline gifts, Participants,
Teams, Captains, and number of emails sent by Participants
B – Luminaria Report by DONATION DATE
o

Detailed gift and donor contact information of all gifts and who received credit
for the donation (i.e., Event, Team, Participant). Includes Luminaria donations.
B – Event Snap Shot
o

Detailed gift and donor contact information of general event gifts (i.e., gifts not
credited to Teams or Participants)
B – Donor Report with Soft Credit Info
o

Broad level coaching email performance by groups of constituents (i.e.,
audiences). Includes information on number & percentage of clickthroughs,
opens, bounces, and actions taken.
B – Donor Report – General Event Donations ONLY
o

Constituent performance for coaching emails. Includes constituent information
as well as Action information for all coaching email messages.
B – Coaching Email Group Performance
o

Caregiver registrant contact information
PRINT OUT FOR YOUR TEAM CAPTAIN MEETINGS/BANK NIGHTS.
Summary overview by Team, number of Participants, and money raised.
B – Volunteer Report
o
Responses to volunteer survey questions from Volunteer left navigation link
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Updated: 8/25/08
Other Reports

Coaching Email Group Performance
o

Donation Information (Event)
o


o
For Caregivers – T-shirt Reports #03 (Caregiver)
o
For Participants, not Team Captains or Survivors – T-Shirt Report #04
(Participant, not TC or Survivor)
o
For Survivors – T-Shirt Report #05 (Survivor)
o
For Non-Survivor Team Captains – T-Shirt Report #06 (Team Captain who is
not a Survivor)
Team Captain Report (Performance)
Team company report, includes data on all team members performance. Pull
this report if you want a listing of ALL Team Participants belonging to multiple
Company Teams (i.e., Wal-Mart) from your Relay
Team Performance Report
o

Detailed Team captain registration information. Includes scannable form
questions. Does not include information on performance (gifts or emails). Is
only for the Team Captain, not broken down into team summaries.
Team Company Report
o

Participant information with fundraising dollar totals and email activity for only
Team Captains. Does not break down info by team data. Does not include
scannable form questions.
Team Captain Report (Registration)
o

Report on Participant Registration for an event. Provides all constituent contact
information, participation type & team information.
T-Shirt Reports (separated into types of Participants in case your Relay gives different
t-shirts to different groups of people)
o

Reports on Participant Name & email address, Team Captain status, Team
name, whether or not they accept email, and the email opt-out date
Participant Registration
o

# of Emails Sent by Participants
Email Status Report
o

This report will show which Participant email addresses are UNDELIVERABLE.
FILTERED BY: Email Opt Out Date, Email Status, and Last Name
Email Performance by Participants
o

Gift details report including gift type (event, team, participant or registration).
Email Addresses - All Registered Participants
o

Statistics to analyze email message performance by group of constituents.
Includes information on number & percentage of clickthroughs, opens, bounces
and actions taken.
Summary report of teams registered for your Event. Includes Team Captain
contact information, team goals, # of Team Participants recruited, and
donations collected online vs. offline.
Team Registration Report
o
Summary report of teams registered for your Event. Includes Team Captain
contact information, team registration date, fees paid, and answers to Team
Captain's survey questions.
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Updated: 8/25/08
Access Reports
1. From the Event Management Center, click Reports in the top navigation bar (Figure 15.1).
Figure 15.1
2. On this page, you will see (Figure 15.2):
a. Name and Description – click the up/down arrows to sort the list by name
b. Actions – click Run to begin running the report
c. Category – identify report group affiliation
d. Type – identifies the Convio product to which this report belongs
e. Last Activity – identifies when and who last accessed the report
Figure 15.2
Note: If you do not see any reports listed, click on Show All to view your report selections
(Figure 15.3).
Figure 15.3
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Updated: 8/25/08
Run and Download Reports
1. Click Run in the Actions column beside the appropriate report.
2. Step 1a – Runtime Parameters – If there is an Edit button in the Actions column, click Edit
to modify the Filter settings. For certain operators (i.e., is, begins with), you will need to write
specific words (e.g., Cancer Survivor, not just “Cancer” for the “is” operator).
Figure 15.4 – Runtime Parameters
3. Click Next.
4. Step 1b – Identify Result, specify the following (Figure 15.5):
a. Report Label – enter a name to help identify the results
b. Report Description – enter a description to help identify the results.
c. Click Next
Figure 15.5 – Identify Result
NOTE: Event Managers who have Event Manager access to more than one Relay should
identify their Report Label with the Relay’s name (i.e., Caregiver Report – Springfield).
Why? The report results tab will display ALL reports pulled by that Event Manager for the last
200 hours regardless of which Event that Event Manager is currently in.
5. Click Next.
6. Step 1c – Report Criteria Summary – review the summary.
7. Click Run Report at the bottom of the page. The report will display as soon as the task
completes.
NOTE: The report may take up to 15 minutes to result in data depending on the size of the
report and time of day you are running the report. HINT: Reports run before 8 AM or after 5
PM Central Standard/Daylight Time (CST/CDT) usually run faster because there are not as
many Event Managers from the 4,000+ Relays nationwide running reports at that time.
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Updated: 8/25/08
a. If there is no time delay, the report will progress from Queue to Running, then
will result in data (Figure 15.6). Normally, reports should result in data within 5 –
15 minutes.
Figure 15.6 – Report Queuing
b. If there is a time delay, a message will appear below your report name and
description (Figure 15.7).
At this point, you may either click on the Report Results tab or do something
else and come back to Report > Report Results at a later time.
Figure 15.7 – Reports Status Message Indicating a Delay
OPPORTUNITY: If there is a delay in getting report results, perform another function such as
input data in Customer Service, write a coaching email under Event Emails, or edit a custom
page under Event Web Site. Time is so precious.
CAUTION: During 2008, there were a few instances of reports taking up to 2 - 3 hours to
result in data. If this happens to you, DO NOT rerun your report … it will only delay your
results further. Email [email protected] ASAP with a high priority
message in the subject line (i.e., URGENT REPORT DELAY) so that we can report the
problem to Convio right away and get the problem resolved.
For days that you must have report results (i.e., Team Captain Meeting nights, Bank Nights,
Committee Meetings), we advise that you run your report once in the morning (before 9 AM
CT) or the day before so that have a relatively recent report. Then, later that day, rerun the
report to get more current data. This way, you’re not depending only on the latter report in
case of latency.
8. After your report results in data, you will have the option to Download or Print from the upper
left of the data (Figure 15.8):
Figure 15.8
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Updated: 8/25/08
a. Download - click the disc icon to download the report in any of the following three
formats (Figure 15.9):
i. CSV – comma separated values format – This is the best format to
use. Your file will download into a spreadsheet program like Microsoft
Excel for your viewing and manipulation.
ii. PDF – Adobe Acrobat portable document format – Not recommended
because most reports have too many fields to make the report
unreadable in this format.
iii. HTML – hypertext markup language format
Figure 15.9
b. Print - click the printer icon to print the report results to your printer – Not
recommended because the reports will probably print on multiple pages wide. It
would be better for you to format it before printing it by deleting columns that you do
not need or resizing columns where possible.
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Updated: 8/25/08
Retrieving Reports
Event Managers have the opportunity of retrieving reports up to 200 hours after the initial report
pull.
1. From the Event Management Center, click Reports in the top navigation bar.
2. Click the Report Results tab (Figure 15.10).
Figure 15.10
a. View – data can be viewed but not sorted or altered
Figure 15.11
b. Download – gives the options to download report in CSV, PDF, or HTML.
i. CSV – comma separated values format – This is the best format to
use. Your file will download into a spreadsheet program like Microsoft
Excel for your viewing and manipulation.
c.
Print – Not recommended because the reports will probably print on multiple pages
wide. It would be better for you to format it before printing it by deleting columns that
you do not need or resizing columns where possible.
d. Delete – manually delete files that you will definitely not use in the future. Files will
automatically delete after 200 hours from initial data pull.
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Updated: 8/25/08