GC Events - Reporting

In GC Events, we provide a number of pathways for you to export the information you need including a comprehensive custom reporting interface. 

Let's get you up to speed on the reporting options at your fingertips across the platform, including:

1. Custom Reporting in GC Events (released December 2024): Build your own custom registration, guest, or activity reports filtered on event, registration date range, and/or activity!
2. School-Level Event Reporting: An aggregate view of registrations across all GC Events
3. Event-Specific Reporting: Each event has its own set of core reports to explore
   1. Registrations Reports
   2. Activities Report [complex events only]
   3. Add-ons [complex events only]
   4. Offline Registrations
   5. Guests Reports
   6. Gifts Report
4. Event Registration Deposit Reporting
   1. By deposit date
   2. By date range 
5. Events Reporting via Events API 

1. CUSTOM REPORTING IN GC EVENTS

2. SCHOOL-LEVEL EVENT REPORTING

3. EVENT-SPECIFIC REPORTING

To access event-specific reporting, click into the Event title for your event to see an Overview of your event:

• Days Until Event: counting down the days to your event, as determined in the Details section of your Event set up.
• Tickets Sold: displays number of "completed" tickets, noting that this number will not decrease if a refund is issued.
• Gifts: total dollars donated on top of addition to paid tickets sold as part of the event registration. This includes gifts made from the event landing page, the order summary page, and during checkout
• Checked In: counts all checked in registrants and their guests against the total possible number of registrants and guests (those who have not RSVP'd 'no.')

As an Events admin, you have access to four core reports in a table view and/or as an exported CSV file, including a Registrations report, a Guests report, a Gifts report, and an Attendance report. Complex events will also show an Activities report and an Add-Ons report. 

1. The Registrations report delivers details about the dollars received from each transaction. The report includes one row per registration, which can include multiple tickets. Click here to view a sample Registrations Report. 
   1. This is also where all the ticket information lives:
      1. Ticket Quantity
      2. Per Ticket Price, which is comprised of:
         1. Per Ticket FMV
         2. Per Ticket Gift
      3. Payment Total
      4. Promo code name and promo code discount amount
   2. [Complex Events Only] Some columns are named "Initial..." and "Most Recent..." to reflect that registrations can be modified by admins. "Initial" always refers to the first transaction, whereas "Most Recent..." can refer to a first, third, tenth change—whichever occurred most recently. 
      1. In the case of a modified registration, we still only display one row per registration—not per transaction. 
      2. "Last Modified Date" only appears if the registration has been edited (e.g. activity or add-on removed or added).
2. [Complex Events Only] The Activities report will provide a list of all event activities and total guests associated with each activity.
3. [Complex Events Only] The Add-Ons report provides a complete list of all add-ons associated with the event, as well as price details and total add-ons purchased for each add-on type.
4. The Guests report delivers information about the guests who have registered for your event. The report includes one row per attendee, and note that some of these rows will have “Guest” as the name, because the person registering is not required to add their guests’ names. Click here to view a sample Guests Report
   1. Note: If a guest needs to change an RSVP, you can click into the registration ID for that guest, and then click the "Change Guest RSVP Status" to adjust the status.
   2. From this Guests report, you can also view check-in status for each guest.
5. The Gifts report shows details of donations made on top of the cost of registration, including gifts made from the landing page, the order summary page, and during checkout. From the Gifts tab, simply click the ID link to find the contribution page where you can edit the gift, if needed.
   1. These gifts are associated with the Giving Form or Social Fundraising campaign connected to the Event, and gifts will be included in the form or campaign reporting within the Online Giving section of the platform as well as in the deposits reporting within Online Giving.
   2. Note that this does NOT include the gift portion (tax-deductible piece) of a ticket - those details will remain available in the Registrations report.
6. The Event Attendance view gives you the ability to check in attendees at your event. See "Checking in attendees" section below for more detail. 

FAQ — Large Registrations & Guests exports are emailed, not downloaded

Q: I clicked Export for my Guests or Registrations report and nothing downloaded. What happened?

A: For large events, GiveCampus queues the export and sends the CSV via email rather than triggering an immediate download.

• Guests export: If your current view shows more than 250 guest rows (after filters or search), the report is queued and emailed to the address on your admin account.
• Registrations export: If your event has more than 250 complete registrations, the export is similarly emailed.

An on-screen notification will appear saying: "Your report is being generated and will be emailed to [your email address] shortly." This message confirms that the export is queued as expected.

When this happens:

1. Verify that the email on your GiveCampus admin account is correct (and check spam/junk folders).
2. Wait a few minutes for the report to be generated and delivered.
3. For additional control over columns and filters, use the Custom Reporting interface in the GC Events menu. Note that Custom Reporting exports are always delivered by email.

Additional details:

• The 250-row threshold is calculated separately for Guests and Registrations. For Guests, it reflects the current filtered view; for Registrations, it reflects the total number of complete registrations, regardless of on-screen filters.
• If your export is below the threshold, it will download immediately.
• This behavior improves performance and reliability on high-volume events.

4. EVENT REGISTRATION DEPOSIT REPORTING

Any GiveCampus administrators with access to reporting within the Online Giving section of the platform can view Deposit reporting in two views:

1. By Deposit Date: From Reporting > Deposit-Based Reports  to see each Event Registration deposit report by date. When a bank deposit includes Event registrations in addition to online donations, that date will have its own “Event Registration Deposit Report” where you can view the Event registrations included in this deposit. Click here to view a sample Deposit Report.
2. By Date Range: From Reporting > Deposit-Based Reports, scroll to the bottom of the page to access a Date Range Event Registration Deposit Reporting option. Select the date range from which you'd like to see all deposits related to event registrations, and we'll generate a single report encompassing all event registration-related deposits.

5. Events Reporting - API 

For our GiveCampus partners using our GiveCampus API for reporting, the Events API allows your school to securely retrieve event and registration data in JSON format. Depending on the parameters provided, you can request either a list of your school's events or registration data associated with a particular event.  In March 2024, we added the option to add unique identifiers to each event, which is passed through to the Events API. To add a unique ID to your GC Event, head into your Event settings > Details tab and enter the ID in the Unique Identifier field.

Our full Events API documentation is available here, and the Events Registration API documentation (retrieves all registrations for a specific event) is available here. 

Users must log in to access the information (they do not need to be GiveCampus school admins):

• Username: givecampus
• Password: apiuser

To learn more about GiveCampus’s API request lifecycle and security, please refer to the technical API documentation using the same credentials as above. 

OTHER REPORTING OPTIONS

Consider these additional tips as you prepare for Events-related registrations and donations:

• Constituent Identifiers: When an event registrant registers for an event using an email address that matches a known constituent in GiveCampus, we’ll match that registrant to their existing constituent ID, and the registrant’s constituent ID will then be included in your Registrations and Guests reports. 
• Note: To connect to GC Events, constituent IDs must be uploaded via the School Dashboard Data Importer. The two-column ID upload in Online Giving > Settings will not serve this purpose.
• Note: If you add constituent IDs to GiveCampus after registrations have been made, we can match those new IDs to the existing registrations! Head to the GiveCampus Online Giving dashboard > Reporting > Settings > Constituent Identifiers and use the "Backfill Constituent Identifiers" button.
• Add the "Event_ID" reporting column to your default and/or custom donation reports (Online Giving Dashboard > Reporting > Settings) to help you know which gifts within a given Donation Report are associated with an event, and which are not! This includes add-on gifts made from the event landing page, the order summary page, and during checkout.

Questions?

Have other questions? Find us in Support (support@givecampus.com)!

Individual Guest Data in Custom Reports

How Guest Information Appears in Reports

When creating custom reports for events with guest information, each guest appears as an individual row in your export. This is the standard behavior and ensures you can see detailed information for each attendee.

• Each registered guest gets their own row in the report
• Custom field responses (dietary restrictions, questions, etc.) appear in separate columns
• You can filter and sort by any guest-specific information
• Perfect for event planning, catering, and accommodation needs

• Use the Registrations report for registration-level summary data
• The Guest report is designed specifically for individual attendee details

Constituent IDs in Events Reports: When They Appear and Why They May Be Blank

The Constituent ID column in Events reports is populated from your imported constituent records—not from GiveCampus user accounts alone.

• Source of the ID: The ID comes from imported constituent records provided via your School Level Data Importer or API imports.
• What you see without an import: If a registrant exists only as a GiveCampus user and is not part of your imported data, their ID field will be blank.
• Match logic: An ID will populate only if the registrant is part of the imported dataset and the email address used at registration matches the email on the imported record.
• Supported sources: Constituent IDs originate from the School Level Data Importer or API imports and are not derived from GiveCampus user accounts.

How to Get IDs to Populate

1. Ensure the registrant is included in your constituent dataset via the School Level Data Importer or your API import process (with their unique identifier).
2. Verify that the email on the imported record exactly matches the email the registrant used for the event.

When both conditions are met, the Constituent ID will appear in your Events reports for that registrant.