cheat sheet
analyze your event reports like a pro
Data is crucial to analyzing your
successes and recognizing your
failures at each event you organize.
All in all, it’s the stuff that helps you
create a better event experience
for your attendees, as well as
increase your event ROI. But if you’re
collecting all this data, you need to
make sure you’re reading it in the
right way and often enough to get the
most out of it.
You could be using the best reporting
software, but if you’re not taking the
time to customize your data experience
to you own unique needs and goals, then
it could end up hurting your organization
in the long run. Work smarter, not harder
when it comes to analyzing your event
data!
Three things to keep in mind when
analyzing your event data are to: make it
easy to look at the big picture, create a
schedule to share with stakeholders and
benchmark your data year after year.
Make it easy to examine the big
picture: More often than not, you
and your staff just need to look at the
big picture to make sure everything
is on track throughout the event
lifecycle. Selecting an event software
that not only tracks important data,
but also displays it in an easy to use,
customizable homepage or dashboard
is definitely something to consider.
reporting submission
should be:
1. Functional
2. Scheduled
3. Benchmarked
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Maybe you just need to keep an eye on
your raw budget numbers or the number
of attendees registering on a regular
basis – either way, by having these
numbers front and center whenever you
access your reports will help your day to
day operations run much smoother.
Set a schedule to share with your
stakeholders: From conference
directors to marketing managers, to
hospitality directors and even caterers,
many different people behind the
scenes need to stay abreast of the
latest data from your event. Instead of
worrying about who has access to what,
automatically send the latest reports
via email to all your stakeholders on a
regular basis. Whether stakeholders want
it monthly, weekly or daily, reports can be
sent right to their email inbox however
often they need it.
Sending regular reports to your
stakeholders also gives you the
opportunity to customize what data is
sent whom; that way no one has to dig
through information to get exactly what
they need.
Benchmark data year after year:
Analyzing current data is always helpful,
but in order to truly create better events
and to meet your goals, set up reports
that compare data to previous years’
data. With so much information to
pour over, it’s important to talk to your
stakeholders to figure out what your
definitive goals are and how exactly you
want to improve your event ROI. That
way, when it comes to pulling older data
to compare to your current event, you’ll
know exactly what you’re looking for and
have a better idea of when you want to
accomplish your goals.
remember to:
1. Make it easy to examine the big
picture
2. Set a schedule to share with your
stakeholders
3. Benchmark data year after year
cheat sheet - analyze your event reports like a pro - 2016
cheat sheet
The efficiency of reporting is defined by how easy users can find the information they need when
they need it. etouches’ reporting capabilities include options to structure and share your reports to
make it easy for your team to manage any event-related data quickly and efficiently.
1. structure your reports
To quickly and efficiently get the information you need from your reports, you need to
structure them with views and filters.
Hover over the registration module and select “registrant list” from the menu
Click on the gear icon next to the view dropdown box and click on “add new view”
Name your new view, select the fields you want to appear in the registrant list when this
view is selected and click on “save & exit”
Click on the gear icon next to the filter dropdown box and click on “add new filter”
Name your new filter, define which filters you want to apply to the registrant list when
this filter is selected and click on “save & exit”
Save time! Share your views and filters with your team by checking the box making
it visible for all the users in your account.
2. find everything you need in one place
Using the summary report allows you to quickly get an overview of your event’s
performance and gives you easy access to any specific report you might need.
Hover over the registration module and select “summary report” from the menu
Click on the “apply filters” button at the top of the page if you need to filter data
according to the category or the payment status
Clicking on any line of the summary report will lead you to the registrant list already
pre-filtered according to which line you clicked on
Click on the “add custom stats” button to add links to any custom report you need, by
copying the link from the custom report and pasting it in the “link to URL” field
You can even export your summary report as an Excel file or PDF at any time. This
allows you to save previous versions and measure progress from one week to
another.
3. schedule your reports
Need to send monthly or weekly updates on your event performance? In a few clicks
you will be able to schedule specific reports to be sent to yourself, your team or your
client whenever your need.
Hover over the registration module and select “reports & functions” from the menu
At the bottom of the page, click on “add report”
Name your report and select the fields and filters needed to display the requested data
At the bottom, in the “email settings” section, define how often you want this report to
be sent via email
Finally, define the email addresses of the receivers, the message you want to add and
the format of the report to be attached
To only send latest registrations or changes made since the last report was sent,
define the frequency of the emails according the “standard report filter” section.
cheat sheet - analyze your event reports like a pro - 2016
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cheat sheet
We know the importance of having a reliable reporting tool to see how your event is performing and
to share key figures with stakeholders. Our reporting features are fully configurable and include the
ability to run cross-event reports to easily benchmark events.
4. share your reports
Create fully configurable reports and share them with your team in no time by using a
real time link.
Hover over the registration module and select “reports & functions”
Go to the custom reports section to create or edit reports
In the direct link section, enable the direct link to your report and password protect
it if needed
Select the format of the report that people will easily access by clicking on the link
Save time! Custom reports set-up is automatically copied when duplicating
an event.
5. make sure your attendee list is accurate
By using our “duplicate report” feature, you make sure that your statistics are accurate
and do not include duplicates. This results in a lower number of attendees than
expected.
Hover over the registration module and select “reports & functions”
Go to the reports section, select “duplicate report” and set up the filter to make
sure you only display confirmed registrations
Click on one attendee to see all registrations made under his or her name
Click on the edit icon of each registration to update or cancel unused
registrations
Prevent duplicate registrations based on first name, last name and email
address by checking the corresponding box under the “advanced settings” tab.
6. benchmarking events
Comparing registrations & revenue between the current and a previous event can be
very useful. It allows you to see if everything is going great or if you need to increase
your marketing efforts to get more people to register.
Hover over “events” in the sidebar and select “cross-event reports” and then
select “event comparison”
Select the events you want to compare; you can select as many events as you
want
The graph is generated immediately; you can now easily switch from revenue to
attendees to effectively compare events
Hovering over graph lines will show the exact figures allowing precise analysis.
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cheat sheet - analyze your event reports like a pro - 2016