June Webinar 2023 - Understanding Reports in EventsAir

Under the Contact report library, you’ll see the Certificate of Attendance report which is a pre-made certificate you can edit and add images etc.

However, to add specific content in your certificate, such as sessions or functions attended, you’re best off finding a report that already includes the specific details you want and then altering this to be your certificate. There’s a very brief rundown below.

(We’ve just created an FAQ on this, too.)

• First, decide if you want your certificate to be in Landscape or Portrait. If the latter, disable the landscape option in the Page Settings under Report Properties. Also, check that the paper size is correct for what you want.
• Next, adjust the height of each ‘band’ to ensure the report will only produce one attendee per page. We recommend only having the main detail band with a header and footer band. Be careful when changing the sizes of bands as these are cumulative (i.e., make sure the total width or height of all bands added together, included header and margins, won’t exceed the height of your report in Report Properties >Page Settings >Page Height.)
• Now you can drag in the fields and items you want included in your certificate.

We recommend testing this with a couple of records once you’ve finished editing to make sure each certificate is on its own page and that the desired details are showing as you would like.

For details on presentations or functions to be included on a certificate, you could use the Attendee Information Sheet, under contact reports, but we tend to not recommend that as it can be overkill for what you need (and take a long time to run). Instead, we recommend using a report inside the module you want to include information from, so in this case Presentation reports, and then editing that to create your certificate (as explained above). Amending reports in this way is much simpler and easier to follow and doesn't take as much work to shape it into what you need.

Yes, because you can only edit a report that’s a copy of another report (either a default report, or something you already copied). After cloning/copying the report, you can rename it and edit it as you wish and those changes will only affect your new copy.

Again, please look into what’s available using a Comprehensive Export, but also we’ll be making announcements soon about the API and that may be more in line with what you’re trying to achieve.

When you copy a report, you have three options for access to the report:

1. By default, access will be set to This Event Only. This will not allow the report to be accessed from anywhere else.
2. The Events for... option allows you to choose an office from the drop down. This is useful if your EventsAir account has many users in different offices, but you only want the report available for your office.
3. The final option, All Events, enables the report to be available in all events inside your EventsAir build (and from all your offices, if you have multiple offices set up).

Not really – you need to save and exit the report editor to be able to preview or test your report.

Yes, or alternatively you can see a name badge directly from an attendee’s record (we recommend testing name badges using this method anyway).

Unfortunately, this doesn’t appear to be possible via an expression in the editor. However, this can very easily be accomplished if you export the data to Excel, then highlight the column you want to check and use Conditional Formatting >> Highlight Cells Rules and the Duplicate Values option. This will quickly identify duplicates.

Sometimes, there can be issues when sharing the image if it came from a local file. This usually doesn’t cause a problem but if you test your report and that seems to be the problem, adding the image through AIRDrive or another web-based storage can help resolve this issue.

The marketing subtag value is the ‘answer’ to a marketing tag and the 'tag' name is the marketing tag question. You can include this in a Comprehensive Export, and you can see these in the default report under Marketing. Alternatively, the Attendee Information Sheet allows you to add it as a data field. 

There are some situations (such as if you have more than one marketing tag question, or if you want the subtags - responses - to appear in a particular order) where you'd need to create a calculated field with an expression that checks for the 'tag name'  for each subtag, then prints the subtag value for that specific tag. 

You could also use the report filter to only show in your report those who used a particular sub-tag as a response to marketing tag.    

If you'd like some further training regarding this, please reach out to your account manager to setup some training.

If you’re not seeing a particular field, first check that the name badge type is one where that field will be included, such as Contact (with key module data), or even Contact (with all module data) although this can take longer to generate. You could also try using a custom field: see this FAQ How do I put my custom fields into my name badge?

If your looking to filter for specific marketing subtags, ie. you want to show only one marketing tag, you will need to create a custom expression that checks the marketing tag or 'tag' name to see which one it is and then shows the marketing tag, filtered for that specific one, for the record.

As above, depends on the report. Some reports don’t give you access to all the fields, by the nature of the data structure. This is why you may not see the fields you want if they’re from a different module. So you can either:

(a) run a Comprehensive Export from Express Actions – that way you can include anything, and ‘pretty up’ the data however you like.

(b) choose the default Marketing report and add what other values you need, or use a custom field instead OR use the Attendee Information Sheet report and remove all unnecessary fields (can take a long time to run).

(c) Talk to your account manager about further help, building a custom report and/or doing some additional training.

You can first edit the report to ensure any unwanted elements are removed. Then when previewing the report, before exporting to Excel, use the properties tab on right (cog icon), under XLS Export Options, select the RAW DATA option as this can help ensure the data comes across correctly for your export.

Yes, you can just edit a label directly, or even drag in another over the top to replace it – we just did the other way in the video to show you.

This can be used to contain multiple other elements (called ‘controls’ in the report editor) – for example, you can put a label and image together in one box, or two different custom fields.

For the best understanding of these expressions, you can watch the recording again. However, the main expressions we used were the IiF(,,) and StartsWith(‘’,’’) expressions.

The IiF(,,) function requires a data field to tell it what to check against – to see if it’s true or false – and also information about what to do if it’s true and what to do if it’s false. You can think of it like this:
Iif ([My Data Field], [What to do if True], [What to do if False])

So if we’re asking “check the Registration Type field to see if says Junior Member, and if it does, make the background yellow – otherwise, make it white”, our expression would read:

In this case, we're using the  == to say "if registration type matches exactly with Junior Member", then saying what to do if that's true, and what to do if it's not true.

The other expression was StartsWith('','') . For this, you need to specify where to look, and what to look for at the start of whatever it is. Unlike the Iif(,,) there are two sets of single quotation marks in the default expression. But you can remove the first set if you're using fields from the fields list in the Report Explorer. The second set requires a value to be entered between the two quotation marks to tell the system what to check at the start of the element. You can look at it in this way:
StartsWith([My Field Without Quotations],’my value’)

So in the expression below, we're saying "check under the custom field that I set up under registration" and "look for anything starting with 6".

In the examples in the webinar video, we also looked at other variations, such as having multiple options to check against with different ‘true’ results. For more info, watch the video again or review the other help materials.

We’re taking DevExpress and making it work with our system, but there are some functionalities we don’t use. If there’s something specific you’d like to achieve, reach out to us and we’ll see how we can help (see the new resources, too). It’s hard to cover everything because it’s a very complex tool and everyone uses it differently – and there are multiple ways to do things. Please reach out for help and we’ll assist however we can. Some other tips: 

• There are multiple different versions of the DevExpress implementation you need to make sure you’re looking at the specific one used in EventsAir.
• Most of the expressions and functions available in the expression editor from the DevExpress manual should work. Make sure you’re using the expression with the correct data types and format.
• We can also create customized reports for you – ask your account manager.

There are a couple of options. First, in the Reporting Panel, under Agenda report libraries, you have the Session Statistics Report which shows you total scanned in and scanned out. The Agenda List by Attendee will show you when each attendee scanned into and out of a session.

For a virtual or hybrid event, you can make use of the Analytics in the OnAIR portal to run reports on live polling, live Q&A and attendance during or post session.

Scripting was removed as it presented possible security issues and violation of PCI Compliance.

To make your Quick Reports or Quick Exports available for your clients, be sure you’ve enabled web publishing in the report/export properties and set the privacy [we do NOT recommend making reports public]. At this point, add an authorized email address that your client has access to. Then provide the QR Code or link to your client and they’ll be able to access the report or export without logging into EventsAir. If it’s a Quick Export, the export can be downloaded as an Excel document. For Quick Reports, you can set it as a PDF by default. If you don’t choose PDF as the default view, your client will see an external version of the Preview Viewer where they can access the report.

Unfortunately there’s no default report that contains these items but you can edit most exhibition reports to include Profile, by dragging the Profile field in from the fields list. You could also add also other information like company logo, using the Original String field under URI in the report editor.

A brochure is a file, not a data field, so you can’t add it to a report from the report panel, but you go into your AirDrive and then under Contact files >> Exhibition >> Brochures, you can select which items you want and run a report or export to get the data, which will include links to the files. (Same process if you want to see who’s uploaded a company logo.)

If you are having issues running your report or it’s taking a long time, it’s usually because:

• You’ve tried to customize it but something about what you’ve added isn’t correct and/or
• The event has a large number of attendees and/or the report has many data fields.
• It’s best to start by filtering for a single record to test your report. If this works, then you know it’s probably just the number of records that’s the issue.

If there’s still a problem, try troubleshooting by undoing each change you have made, one at a time, to see where the issue is.

This is only a test event with not many attendees, but you should also notice some speed and overall performance improvements and we’re working on more in the coming months. This also includes things like faster speeds when searching with filters etc. As ‘not many attendees’ is a relative term, check with Support if in doubt. Your ‘small event’ may be fairly large!

So in the webinar library, if there’s not an accounting one visible just let us know and we can give you access to an older one. And we’ll put it on the list!

We’ll do what we can - if you’re looking for additional content on reporting in EventsAir, please take a look at the reporting article that has been recently updated to include additional information about creating your reports.

For more in-depth training you may also want to ask your account manager for additional training hours.