Generating reports for participants is a key component of managing an event. Eventrac makes it easy to filter the data you need, export/download the relevant information, and even create custom reports that can be shared securely with third-party suppliers, sponsors, or other members of your organisation.
Note: Participants may also be referred to as Sign-ups, Bookings or Entries
Viewing Event Participants
Navigate to the event > Sign-ups
Eventrac offers three default views, depending on the entry status of the participants.
Confirmed - Participants who have completed entry into your event and are confirmed to be attending.
Waiting List - Participants who have either joined the waiting list <link> and are yet to be invited, or who received an invitation but are yet to complete entry.
Pre Pay - Entries that have been pre-paid <link> but either remain unassigned/incomplete, or for which an invitation has been sent to an intended participant (by the original purchaser) requesting they provide details to complete entry.
NOTE: Once a pre-paid ticket is completed, it will transition to the Confirmed view.
Customising Headers
The default view for both the Confirmed and Waiting List lists contains core information about the participant. Use Adjust Headers to select additional fields to display from any you have created as additional questions on the entry form.
Searching & Filtering
Search or filter your list of participants using the Report Criteria box on the left.
Free Search - Search by reference number, name, or email address.
Registration Categories - The category for which a participant has registered. The default view displays participants from all upcoming races/categories (that are not yet archived). This filter can be used to show only those participants in specific races/categories, past or future.
Status - The status of the participant (e.g., Complete, Removed, etc.) <link to statuses>. The default view will only display participants in Complete status, but the filter can be used to include previously removed and/or refunded participants and incomplete pre-paid entries.
Bulk Mode - When the available filtering options are insufficient to display a preferred list of participants, this feature allows you to upload a csv file containing just a list of reference numbers. This is particularly useful for performing Actions <link> on a specific group of participants (e.g., re-send confirmation emails, move to another event/race).
Exporting Participants
Export your participant data using the Export button in the top right of the page.
A pop-up window will appear allowing you to select which fields are included in the exported file.
Note: Your download should happen instantly. If the file is particularly big, then instead you will receive an email with a link to download the file when it is ready.
Sharing Reports with Third Parties
Shared Reports can be used to share specific information with someone that does not have access to the registration platform (e.g., a timing partner). A report shared in this way will always display live information each time the viewer refreshes the page.
NOTE: It is important to ensure that the relevant filters are already applied to the list of participants when creating a shared report, since these filters will define which participants are then visible when viewed (e.g., If you only wish to display participants from a specific race/category, ensure it is the only one selected in the Registration Categories filter).
Apply your filter criteria for Registration Categories and/or status.
Click to Share this report
In the Customise this report pop-up window:
Name the report for your internal reference, but consider that this will also appear to anyone viewing it.
Set an optional Password for additional security, required for anyone to view the report.
Set the Report Expiry Date, by entering the date/time after which you no longer wish the report to be accessible by anyone with the URL.
Select the data you wish to be included in the report, excluding any fields that should not be made available to the recipient.
Upon saving the shared report, copy the link and share with the intended recipient once you are satisfied it has been correctly configured.
Multiple reports can be created for as many recipients as required but, once created, a report cannot be amended. If incorrectly configured, the report must instead be deleted and created again.
Viewing Historical Participants (All Sign-ups)
All Sign-ups offers a method by which you can view participants across all events, both upcoming and historical. Typical uses might include searching for all bookings made by a single participant, or for understanding performance across all of your events.
Navigate to All Sign-ups in the left menu.
The default All Sign-ups view displays a list of participants, with some basic information, sorted by date (most recent). For more detailed information, you can utilise the search/filter options to return only specific events, date periods etc. <anchor>
Searching & Filtering All Signups
Optional Search/Filter tools are available for use in the box on the left.
Free Search - Search by reference number, name, or email address.
Completed Date from/to - Apply a start/end date for a specific period if necessary.
Event - Select one or more events as required. Note: If you are filtering by a single event, you might prefer to view Sign-ups for the individual event itself, depending on the purpose of your search. <anchor> To report on all events you just leave the Events on Nothing Selected.
Only show participants for future events - Limit your search to only include participants in upcoming events.
Opted into Charities - If using this feature, filter by one or more options to display only participants who have opted in to receive communication from the selected charities.
Participants with refund policies - Limit your search results to include only those with/without refund protection attached to their bookings.
Discount Code - Enter a specific discount code (or use * for any and all discount codes) to display only those who have used the code(s) during registration.
Interested in Volunteering - Select to display only participants who have expressed an interest in volunteering during registration.
Once the relevant filters have been applied, Regenerate Report to return the updated list of participants.
Exporting All Signups
Given the significant number of participants typically generated by this report, exporting is often a system resource intensive task. When you Export This Report, the system will create the file in the background, and email you with a link to download once complete. This process will not usually take more than a minute or two.
