Recaps and Reporting Pack

Dashboard Builder

The MainEvent Dashboard builder allows you to see your event data quickly and easily when entering the site. Visual graphs, stats, and calendars are all available to add in this fully configurable feature.

What am I looking at here?

Your dashboard will be built by adding individual elements (widgets), sizing them, and then placing them where you want them. The default widgets that will appear on the site are Map, Calendar, and Media Highlights. These are movable, removeable, or resizeable. You may also wish to add additional widgets to your dashboard for easy visualization of where your program stands.

Edit Mode

Before you make any changes to your dashboard, you will need to enter Edit mode. To get there, click the Edit Dashboard button.

This will open the page in editing mode. Only one user is able to have access to the editing mode at any one time. When you checkout the dashboard for editing, you will have exclusive access to it for 24 hours. Once that time period has expired, if you have not applied your changes, they will be lost and the dashboard will be released for other users to access editing.

Other users entering the site will see that the dashboard is checked out, when it will be released, and who is currently working on the builder.

Adding a Widget

To add a widget to the dashboard, click the Add Widget button. This will open a dropdown menu with all your widget options. Take your pick.

Types of Widgets

Bar Chart

The Bar Chart is a diagram in which the numerical values of variables are represented by the height or length of lines or rectangles of equal width.

Available Data Options: Weekly breakdown of recap question(s), Monthly breakdown of recap question(s), Recap question(s) by market, Recap question(s) by event type, Recap question(s) by market & program, Recap question(s) by program, Events by market & program, Events by status, Events by status and program, Events by status and type, Events by type, Recap select question by market, Recap select question by program

Needs Recap (Events List)

An agenda list view of all events in the selected statuses.

Asset Activities List

An agenda list view of your asset activities. You can choose to show all asset activities, past asset activities, present and future asset activities, or only asset activities that can have events requested. You may also choose to exclude certain activity types.

Display Text

A heading to convey a direct message to the user. Allows basic formatting.

Line Chart

The line chart displays information as a series of data points called 'markers' connected by straight line segments.

Available Data Options: Weekly breakdown of recap question(s), Monthly breakdown of recap question(s), Recap question(s) by market, Recap question(s) by event type, Recap question(s) by market and program, Recap question(s) by program, Events by Market and program, Events by status and program, Events by status and type, Events by type, Recap select question by market, Recap select question by program

Stacked Bar Chart

A stacked bar chart uses bars to show comparisons between categories of data, but with ability to break down and compare parts of a whole. Each bar in the chart represents a whole, and segments in the bar represent different parts or categories of that whole.

Available Data Options: Weekly breakdown of recap question(s), Monthly breakdown of recap question(s), Recap question(s) by market, Recap question(s) by event type, Recap question(s) by market & program, Recap question(s) by program, Events by market & program, Events by status, Events by status and program, Events by status and type, Events by type, Recap select question by market, Recap select question by program

Pie Chart

A pie chart displays a circle divided into sectors that each represent a proportion of the whole.

Available Data Options: Recap question by market, Recap question vs. recap question, Recap question by event type, Events by status, Events by type

Stat Billboard

The Stat Billboard displays a single data point or computed value that allows users to see the figure "at a glance".

Available Data Options: Custom field sum, Multiple custom fields sum, Total events, Total asset activities, Total events with an assigned asset

Map

The national map shows clustered results of event locations. Zooming in will display more specific event location results and allow users to click through to the event summary page on any event.

Agenda (Calendar List)

A list view of all events on the calendar.

Calendar

A standard calendar view of events in the system. Can be toggled between weekly and monthly view.

Media

A preview window that displays a random selection of recent media uploads.

Asset Calendar

A calendar view to display all asset activities. The calendar will include a dedicated section on each day for each asset whether there is a scheduled activity or not. This allows for easy visualization of each assets bookings.

Editing Your Widget

Once you have selected the widget type from the dropdown, the widget itself will display at the bottom of the dashboard on the left hand side of the screen. Once you’ve found your new widget, click on the pencil icon to edit.

This will open the widget edit modal. In this view, you can edit the name, data type, fields, and event statuses that will be used for the chart. You can also edit the scale of the chart to ensure that the data is being visualized the way you want it to be.

Click Preview Changes to get a sneak peak of what your chart will look like. Then click Save to apply your changes to the dashboard.

Moving and Resizing Widgets

So you’ve created a widget and it’s displaying the information that you want, but it’s not in the right spot on the page and it’s not the ideal size. How can we address that?

The dashboard builder allows users to drag and drop widgets, and will automatically align them on a grid. Just click on the widget you want to move and drag it to where you want it to be. Widgets also allow for dynamic resizing. Hover your mouse over the widget you want to resize and a two-sided arrow will display in the lower right hand corner. Click on that corner of the widget and drag to resize.

At this point, the widget has been added to the dashboard but it is not visible on the live dashboard. You can choose to edit the widget further (by clicking the pencil), delete the widget altogether (by clicking the garbage can), add additional widgets (by following the same steps outlined above), or finish your editing and apply your changes to the live dashboard.

Making It Live!

Once you have made all the edits you want to your dashboard, you will want to show off all your hard work to your colleagues. To do so, scroll up to the top of the dashboard page. There are three buttons there. So far, we’ve only paid attention to the Add Widget button. The other two are where we’re going to look now.

If you’ve made changes and find that they aren’t everything you wanted them to be, you can click the Discard All Changes button to remove all changes you made and return to the standard dashboard view. This will take you out of edit mode and bring you back to the client level dashboard page. This button will also release the dashboard to other members of your team that may be waiting to make edits. No changes will be applied to the dashboard if you select the Discard All Changes button.

If you’re thrilled with the changes you’ve completed while editing and can’t wait to share, clicking Apply Changes will make those changes live for all users to see. Apply Changes will release the dashboard from edit mode at the same time. All changes that are visible in the dashboard editor will be made visible to the entire site at this time.

Recap Fields

The MainEvent Recap Definition builder allows users to create project-specific Recap Definitions and Questions as needed. These questions and surveys can be created on demand, edited, deleted and their usage can be easily tracked. This document will detail and explain the different question types. To find out more about building a Recap Definition, please read the article here.

Creating a Recap Question

After logging into the Client Dashboard, navigate to the Recaps tab in the header and select View Recap Fields.

This will open the Recap Field Index. This index page will list all the questions that have already been created for Recap Definitions for the program. The Index lists: Question Name, ID, Question Type, Assigned to Recap Definitions (# of assignments), Assigned to Forms, and Question Responses.

In the upper righthand corner, click Add New Recap Field.

This will open the Recap Field Details page. This is the page that will be used to create all Recap Fields regardless of question type. For all questions, the first step is to enter the Name. This is what the Staff Users will see listed on their Recap Definition survey. There is a field for both an English and French question. Entering the translated question in the French field allows French Field Staff Users to view the Recap Field in their preferred language. Leaving the field blank will automatically populate the English field.

Then select the Field Type (see below for details about each question type).

The final field on the page is the Help Text. This is an optional field where further explanation of the expectations for the question can be included. This can include examples or other key points that may not be clear from the question text. The Help Text can also be entered in English and French as desired.

Once all desired fields have been completed, click Save to save the individual question, or click Save & Add Another if more new questions are needed.

Returning to the Recap Field Index will show the new question(s) listed there.

Recap Field Types

Text

A Text Field allows Staff Users to enter a small amount of text. This question type is intended for short answers.

Integer

An Integer Field allows Staff Users to enter a whole number response.

Float (1 decimal)

A Float (1 decimal) Field allows Staff Users to enter a number with a single digit decimal point response. ie. 3.7

Float (2 decimal)

A Float (2 decimal) Field allows Staff Users to enter a number with a two digit decimal point response. ie. 2.15

Money

A Money Field allows users to answer questions related to dollar amounts.

Select

A Select Field allows management users to create a list of options for the staff user to choose as their response. The number of options input has no limit, however the staff user will only be able to select one response.

Multi-Select

A Multi-Select Field allows management users to create a list of options for the staff user to choose as their response. This question type allows the staff user to select as many of the options as they wish in their response.

Date

A Date Field allows the staff user to select a date from a calendar dropdown.

Subsection Label

This question type will display in a read-only text format. Use this question type to differentiate between sections in the recap form without creating new pages.

Textarea

A Textarea Field allows staff users to fill in a longform text-based response.

Time

A Time Field displays a clock from which users can insert an hour and minute response.

Totals Field

A simple math field that will create sums (totals) for integer fields.

Image Upload

The Image Upload Field allows users to insert a single photo they have collected from the event into their recap response.

Multi-Image Upload

The Multi-Image Upload allows users to insert multiple photos they have collected from the event into their recap response.

Signature Capture

Signature Capture allows touch-sensitive devices to collect signatures from users on-site and include them in the form response.

Date/Time

A Date/Time Field allows the staff user to select a date from a calendar dropdown and insert a an hour and minute response in a single question.

Duration

A Duration field allows users to enter a time-based response

Select (radio buttons)

The same as a select field but with radio buttons in place of a checkbox.

Agreement (checkbox)

A checkbox indicating that the user acknowledges the terms of the agreement

Display Text

Display Text will display in a read-only text format. This option allows you to insert special instructions or necessary text information without an expected response.

Display Image

The Display Image question type allows photo files to be included in the recap

Building a Recap Definition

The complex recap builder allows users to create custom recap forms including validation, logic, and location variables. Users can choose between several form types to construct a recap that ensures they are collecting the exact data needed for reporting.

Prior to building a recap definition, you must first add all the recap fields you will need. Click here to learn about creating recap fields. Once all required fields have been added to the system, click Recap on the navigation menu and select View Recap Definitions.

This will open the Recap Definitions Index. Here you will find all previously saved recaps for the client. Click the Add New Recap Definition button in the upper left of the page.

You are now in the recap definition builder. Start by filling out the Recap Definition Details section. This includes Name, Status (Active, Inactive), Start Date, End Date (the last date that the recap can be assigned to an event), End Offset Date (the final date that users are allowed to submit recap responses for the recap), and Allow Ad hoc events to use this recap (a yes/no select determining if the recap can be used for staff-created ad hoc events).

Next, you will want to select which projects you are assigning the recap to. You may assign the recap to as many or as few projects as you need. To select all, hold the shift key and click through the list. To select specific programs, hold CTRL and select the projects you wish to use. Project names highlighted in blue will be used.

You can also choose to assign Location Variables to the recap. This will allow you to create location-specific questions that will only display when an event is scheduled at a location with the corresponding variable. Location Variables need to be added in the admin settings prior to building a recap definition. To select all, hold the shift key and click through the list. To select specific variables, hold CTRL and select the projects you wish to use. Names highlighted in blue will be used.

Now it is time to start building! First, you must add a page. This will be the page that the form(s) will be displayed on. You may add one or many forms to a page. You may also break your recap up into several pages if you want. To add a page click the +Page button below the Pages header.

Once the page is added, you may either add a form (the place you will add your recap fields) or you may wish to first edit the page name. The default page name is Page # (ex. Page 1, Page 2, etc). To edit the name, click the Edit Page button. This step is completely optional.

A pop up will display. Enter the page name you want to change to in the text field. Then close the pop up and your page will be renamed.

Now add the form. Click the + Form button.

This will open another popup with options for the form settings. You may choose between three different form types (Simple, Product, and Survey). You may also rename the form if needed (renaming is optional).

A simple form is a non-repeatable question form. This is the form type recommended for standard, end of event recapping.

A product form allows programs with products assigned to add questions a single time and have them repeat for each product. (ie. Patty’s Pies samples five flavors in one activation. Each assigned question would repeat for all five flavors after being added once to the form).

A survey form is an infinitely repeatable form that will generate a response form on demand. This is the form you want to use if your staff are asking questions in the field and you want to have multiple responses submitted.

Choose the correct form type and click Submit.

Building a Simple Form Recap

Once the form has been added, you will see it display nested beneath the page.

If needed, you have the option of adding location variables to the entire form. Adding location variables to the form will mean that the entire form will only display at the location(s) set up in the corresponding variable.

Adding recap fields to the form is a simple drag and drop process. All available fields will be listed under the Available Recap Questions header. Find the question you want in the list OR search for it in the dynamic search box.

When you’ve found the correct question, just click on it and drag it into position on the form.

At this point, the question is on the form and will show for all recaps and is not a required field. There are ways to further control when/if the field will display, whether it is required, what length of answer you want, etc. Each or all of these options can be added to any or all fields in the recap.

First, if you want to, you may add a Location Variable to the field. This will allow the specified question to display only when the event being recapped is scheduled at a venue with the same location variable assigned to it. Click +Location Variables (in blue), then select the correct Location Variable(s) to assign to the question. If you wish to select more than one variable, Shift+click to select a group, CTRL+click to select specific items from the list. Once you have selected the desired variables, click Close.

The variable will now be assigned to the question.

The recap builder also allows you to assign validation to each question. Validation types are: Response required, minimum text length, maximum text length, greater than the specified value, greater than or equal to the specified value, less than the specified value, less than or equal to the specified value, and numeric values only. Click the +Validation button (purple), then select the correct validation from the dropdown list. Close the popup.

The validation will now be added to the question.

Multiple validation options can be added to any question, if needed. Repeat the above steps until all validation wanted is assigned to the field. Please note, do not add validation to any display only field type.

The final optional addition to a recap field is a Logic Group. Logic allows fields to display only when the set parameters are met. Click +Logic Group (in teal) on the question you want the logic to apply to. This will add a new banner with a + Logic Condition button.

Now you can begin adding logic conditions to the question. You may add multiple conditions per group but note that logic conditions are cumulative, so each condition must be met in order for the question to display. Logic options are: Is present, equals, does not equal, greater than, less than.

Click + Logic Condition. The Condition popup will include two drop down fields. First, select the recap question that will be the logic condition source. This is the question that requires a specific answer to be entered before the question with the logic applied to it will display.

Next, select the type of logic you wish to apply. The logic options will vary based on the field type as certain forms of logic are not applicable to all recap field types.

Once you have completed both sections, click Submit. The logic condition will now display nested below the question.

Continue to build a simple form recap by dragging and dropping questions onto the form and adding validation, location variables, and logic as needed.

Product Forms

Adding a product form to your recap allows you to ask the same questions for all products assigned to the form while only adding them once. This allows for greater accuracy and speed when creating recaps.

To add a product form, select Product Form when adding a new form and click Submit.

The new form will get added to the bottom of the existing recap. If you need to move the form up from this default location, you can do so by dragging and dropping the banner to wherever you need it.

The product form will contain two sub-banners. The first will allow you to assign products to the form. All recap questions added will be posed for each product that is assigned to the form. You may add as many products as you wish to a form (or as few!). To start adding products, click EditProducts.

This will open a pop up with a drop down that will allow you to select a product to assign to the form. Select a product and click Submit.

On each individual product, you can add location variables so that the questions for the products will only display at specific locations.

Continue to add products by repeating the above process until all required products are displaying on the product form. You may also add location variables or logic at the form level, meaning that the entire form would only display when those conditions are met.

Once all the products have been added to the form, you may start to add recap questions. Add questions by dragging and dropping questions from the Available Recap Questions list. You may also use the search field to find specific questions quickly.

As needed, you may also add location variables, validation, and logic to each individual question, as outlined above. Once the recap is built, submitters will see each question you’ve added for each product on the form.

Survey Forms

Survey forms allow you to create a single form that is infinitely repeatable for your staff users. Instead of having to add duplicate forms over and over, the survey form allows submitters to add a new response on demand with minimal effort.

To add a product form, select Product Form when adding a new form and click Submit.

The new form will get added to the bottom of the existing recap. If you need to move the form up from this default location, you can do so by dragging and dropping the banner to wherever you need it.

On the form-level, you can add location variables and logic so that the entire form will only display when those set conditions are met. At this step, you can also start adding questions. Add questions by dragging and dropping questions from the Available Recap Questions list. You may also use the search field to find specific questions quickly.

As needed, you may also add location variables, validation, and logic to each individual question, as outlined above. Once the recap is built, submitters will see each question you’ve added every time they click the Add New Response button when completing the recap.

Final Points About Recaps

Once you have added all pages, forms, location variables, validation, and logic that you want to your recap, scroll to the top of the page and click Save. At this point, you will be able to locate your recap in the Recap Definition Index. From the index, you will be able to view the Name, Start Date, End Date, End Offset Date, Number of Questions, Number of Forms, Assigned Programs, Assigned Events, Recap Responses, and Active Status. You may also export the recap as a spreadsheet, duplicate the recap, and generate a preview link by clicking the Actions button.

The Preview Link feature allows you to view the recap as the recap submitter will see it. This allows you to confirm that the recap is displaying as you intended for those who will have to respond to it and also allows you to share it with others, as needed.

Recap Definitions are deletable until a response has been submitted against it. After that point, the definition will no longer be able to be removed entirely from the system. Definitions are editable by clicking the wrench icon in the definition index.

Approving a Recap

If you have staff users completing recap responses, you may need to review and approve those submissions. This is as easy as the click of a button. No, really.

To view the recap response, you need to start at the event summary. Every event on MainEvent will have a recap assigned to it. You can see which events have recaps awaiting approval by filtering the Event Index to events in “Recapped” status.

Events in Recapped status have submitted recaps that have not yet been approved. Once the recap is approved, the event will move to Finished status. Click through to the event.

The recap response will be located at the bottom of the event summary page. You will be able to view all fields from this section.

You may click the Approve Recap button at the top of the recap response. This will approve the individual recap. If there is more than one recap response submitted for the event, you will only approve the individual recap using this function. If the response is not appropriate to what you were expecting, you may wish to remove the response altogether. This can be achieved by clicking Delete Recap Response.

If there is more than one recap response submitted on an event, the additional recaps will display below the first.

To approve multiple recaps, you have options. You can go through each recap response individually and approve them by clicking Approve Recap as outlined above. Alternatively, you can approve all recaps in one step. At the top of the page, there is an Approve All Recaps button.

Selecting this option will approve all the recaps on an event at the same time.

If a recap was approved in error, you have the option of unapproving the response. Click Unapprove Recap to revoke the approved status. This will return the event to Recapped status if it was in Finished status.

Recap Response Index

To view recap responses individually, you can look for them in the Recap Response Index. Access to this index is permission based and not all sites will have it enabled.

To access the Recap Response Index, find Recaps in the navigation menu then click View Recap Responses.

This will load the Recap Response Index. From here, you can either manually find the response you need, use quick search or add filters. These actions are outlined in the Index Page Functionality section of this manual.

To open a specific response, click on the blue link under the ID column. You can also view an event by clicking on the Event Name or Event ID or a Location Profile by selecting the Location Name.

Now you are viewing the Recap Response. The top of the page has a Details section that includes Event Name, Submission Time, Submission Slot (what role the submitter was assigned on the event), Recap Definition Name, Submitted By, Submitted with App Version, Submission Location Variables (if used), and Active Location Variables (if using).

The next section displays the Recap Response Version History. If multiple versions of the recap response have been submitted, you will be able to see the different versions in this section.

The final section on the page will be the Recap Response itself. This section will allow you to view the entire response submission including all photos. You can also click Export to get a copy of the response for yourself.

Reports

Building, Automated Delivery, & Standard Recap Reports

The Basics

The MainEvent Report Builder allows you to construct a comprehensive amalgam of your event data. Reports allow you to view the progress of your program in real time, to see what’s working, what isn’t and where to go next.

Getting Started

To start the reporting process, click on the navigation tab Reports and select Custom Reports List.

This will open the reports index. Here all previously created reports that you are able to access will be listed with their name, report owner name, and last date modified. To create a new report, click New Report.

You will now enter the report building interface. Step one is to add the identifying details for the report. Here you will add the Report Name, select the reports table you wish to display (what type of data you wish to use for the report), and an optional description. The options for Primary Table are: Events (most common), Venues, Markets, Expenses, Staffing Users, Dyn Report Schedules.

Once you have made your selections, click Next. This will take you to Step 2 - Add Columns. You don’t actually add columns here. All you do is click Next. 

You will now be viewing the reports interface. This is where you really start to get into building. The first step on this page is to click to enter Advanced Edit Mode.

This change will allow you to update the table and add columns and filters to your report. If you want, you can also select Automatically Refresh Results to automatically update the report to reflect any changes or additions you make.

Now let’s get to building. A report needs the table to be built out first, and then you may add specific columns. The table is the foundation for your report while the column is specific data fields. To start building out the table click Edit Tables.

This will open the table popup. In this example, we are building an Events report so it is the events table that is displaying. Click on the + next to the table name to expand the table options.

Click the checkbox next to each section that you may wish to include columns from in your report. Each table section will include specific data related to your events. The most commonly used fields are: Events Venues (location based data), Events Statuses, Events Staffing Day Positions (staff user information for a specific shift), Events Checkins (check in information if using Check-in features on staffing sites), and Recap Responses (recap questions and received responses by event). Once you have made your selections, click Send.

Now that the table is built, it is time to start selecting which columns you want to add to your report. Click Add Column. This will open the column popup, first displaying all the table selections you made.

Certain tables will require additional expansion of the tree structure. Recap Responses, for example, requires this expansion. Click the + button next to the table you wish to expand.

This will open a new selection of options within the Recap Responses table to select.

Click the checkbox next to any of the options you wish to use. If you are creating a report that will rely on recap response data (the most common reporting use), make sure you select any type of recap form that you will be selecting responses from. If your recaps only use Simple Forms, you may only wish to select Recap Response Data (Simple Forms). If your recaps make use of Product Forms or Survey Forms as well, make sure you select those options as well so they can be included in the report.

Once you have made all your selections, click Send.

To add columns, click the + next to any of the tables to expand. We’ll start with Events. Clicking the + will display all fields available for selection. You will have the option of selecting all or selecting none of these fields with the buttons on the left side of the window. You may also select fields individually by clicking the checkbox field next to each. The most commonly used fields for the Events table: ID (event ID), Name (Event Name), Start Timestamp (start date and time), End Timestamp (end date and time). Make your selections and click Save.

Your selections will now display on your report.

At this point, you are able to continue adding additional fields or edit and configure those you added to meet your reporting needs. Click on the pencil icon to edit the field.

Change the header name, add notes, hide and delete the column from this interface. Click Apply Changes to save. Drag and drop any column within the report to move it to a new location. Reorder by clicking the up or down arrow buttons.

To add additional columns, click Add Column again. You will follow the same process for each of the tables you added to the Events table tree.

For tables that you expanded (such as Recap Responses), you will follow the same process. Click + next to Recap Response Data (Simple Forms). This will open up the column options for recap data tied only to the simple forms on your recaps.

This interface offers the option of selecting all fields in a recap, all fields on a page, or all fields on a form. You may also click Select None to deselect all choices. From this page, you will have access to all recap fields on all simple fields from the client. Once you have made all your selections, click Save.

As with the previous columns, recap fields can be edited or moved as needed. All headers for recap fields will include the recap name, form name, page name, and question name by default.

Adding filters

Once you have completed the report itself, you may wish to add filters. Filters allow you to display data that fits within set parameters within your report, such as a date range, a specific response on a recap field, or event ID. This allows you to limit the size and scope of a report as needed.

To add a filter, click Filters in the configuration menu.

This will expand the Filters section.

Click the Add Filter dropdown. This will display all the filter options (which will be your report columns). Select what you would like to filter your report by. For this example, we will use Start Timestamp.

This will expand to display the new filter selection and the additional settings to set your specific filter.

Click on the first dropdown menu (here labelled Is In the Date Range) to see the filter conditions.

The dropdown next to it contains limits for the conditions.

The Viewer Filter and Advanced checkboxes let you decide who can access the filter (not the report). Viewer Filter allows all viewers of the report to use the filter. Advanced only allows specific roles to view the filter. Default will always be to Viewer Filter.

You may also rename the filter if you wish. It will default to being named after the column you are filtering by. To save your filter, click Save Changes. Add as many filters as needed.

Click Attributes to edit the report name, add user roles to view the report, and adjust viewable data.

Once you’ve made the assignments and click Apply.

When all your changes have been made, click Save Changes. The report will now display on the Reports index.

Automated Reports

MainEvent allows you to set up scheduled deliveries for your reports. To begin, you must first build a report (please see Reports: the basics). Once that big step is out of the way, you can set up the automated delivery.

To find the automated reporting section, click Reports in the navigation menu then select Automated Report Schedules.

This will open the Report Delivery Schedules Index page. This index will display any previously scheduled report deliveries. To add a new Delivery, click Add New Report Schedule Delivery.

You are now on the Report Delivery Scheduler page. First, select the name of the delivery you wish to send. Please note, this does not have to be the report name (you will choose the report further down), it can be whatever you wish to call the delivery.

Next, select the report you wish to have included from the Report Name drop down.

Then select if you want the delivery active (will send) or inactive (will not send). The choice is the file format. This will determine what file type you send the report in. The options are: Minimal Spreadsheet (.xlsx)(default and recommended), Excel 2007 (.xlsx), Legacy Excel (.xls), OpenOffice Spreadsheet (.ods), Comma-Delimited (.csv), HTML Document (.html), and JSON (.json)

Then, choose your delivery method. The options are: Email (default and recommended), FTP, and API.

By Email

If you select email as your delivery method, your first step will be entering the recipient email addresses. Enter any and all addresses in a comma separated list.

Then enter the subject of the email. And finally the full message.

Next, you can choose whether you would like to include a link to the report. This option is great for users who have access to the site, but if the recipient doesn’t, it’s not recommended. The default for this is unselected.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

Program/Recap Reports

If you’re looking for recap data in report form and don’t want the hassle of building a custom report, look no further than the Program/Recap Reports feature on MainEvent. This feature allows you to immediately access the spreadsheet or schedule an automated delivery right from the index page.

Program/Recap Reports Index

To find the Program/Recap Reports Index, click Reports in the navigation menu then select Standard Recap/Program Reports. This will load the index page.

The index will be pre-populated with all iterations of a recap definition by Program and a compiled option with all Programs per recap definition. Find the recap (either by Program or by All Programs) that you want to select.

Viewing the Recap Report

To view the Recap Report, click the View icon at the right side of the page. The View icon is shaped like an eye.

This will automatically generate the report. The default columns in this report will be: Program Name, Event ID, Event Name, Event Type, Event Date, Event Start Time, Event End Time, Event Status, Location Name, Location Address, Location City, Location State/Province, Location Zip/Postal Code, Region, Market, Staff Last Name, Staff First Name, All Recap Fields.

The report will also display with default date filters and an event status filter.

If you’re satisfied with what the system generated, you can click Export to Minimal Spreadsheet (recommended format), or select from the Additional Output Formats dropdown. Additional options are: Excel 2007, Legacy Excel, OpenOffice Spreadsheet, Comma-Delimited, PDF Document, and HTML Document.

If you need to make any changes to the report, you can click Edit Report and edit as you would a custom report.

Scheduling Auto Delivery

If you want to receive the recap report on a regular basis, click Schedule Automated Report Delivery (the icon looks like a calendar).

You are now on the Report Delivery Scheduler page. First, select the name of the delivery you wish to send. Please note, this does not have to be the report name (you will choose the report further down), it can be whatever you wish to call the delivery.

The Report Name will be automatically selected for you.

Then select if you want the delivery active (will send) or inactive (will not send). The choice is the file format. This will determine what file type you send the report in. The options are: Minimal Spreadsheet (.xlsx)(default and recommended), Excel 2007 (.xlsx), Legacy Excel (.xls), OpenOffice Spreadsheet (.ods), Comma-Delimited (.csv), HTML Document (.html), and JSON (.json)

Then, choose your delivery method. The options are: Email (default and recommended), FTP, and API.

By Email

If you select email as your delivery method, your first step will be entering the recipient email addresses. Enter any and all addresses in a comma separated list.

Then enter the subject of the email. And finally the full message.

Next, you can choose whether you would like to include a link to the report. This option is great for users who have access to the site, but if the recipient doesn’t, it’s not recommended. The default for this is unselected.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

By FTP

If you select FTP as your delivery method, MainEvent will deliver your report directly to your server. In order to configure this, you will need to provide the following information: Server, Port (default 21), Login, Password, and Path.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

By API

If you select API as your delivery method, you will need to provide the URL to which your report should be delivered.

Finally, select the frequency you want the report delivery sent. Your options are: Daily, Weekly, Monthly, Quarterly.

Daily

If you select Daily delivery, you will need to select a Delivery Time (default 12 AM), and a Time Zone (default Central).

Weekly

If you select Weekly delivery, you will need to select a Day of Week, Delivery Time (12 AM default), and a Time Zone (default Central).

Monthly

If you select Monthly delivery, you will need to choose Day of Month (default 1st), Delivery Time (12 AM default), and a Time Zone (default Central).

Quarterly

If you select Quarterly delivery, you will need to choose the Deliver Time (12 AM default) and Time Zone (default Central).

Once you have set up the delivery frequency, click Save Delivery. The delivery will now display on the Report Delivery Schedules Index. From there, click through to view the Delivery History.

Straight Download

Trust the system to provide? You can just download a recap report without even having to look at it! To just download the recap report, click the Download icon.

The report will automatically download in the minimal spreadsheet format.