Reporting in GC Events

Accessing your core Events reports - including a Registrations report, a Guests report, a Gifts report, and an Attendance report - as well as an Activities report and Add-Ons report for complex events. Explore API reporting options.

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. 

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.

FAQs

Q: What is Link?

A: You may notice that the payment type in reporting for some of your Events registrants is designated as "Link". Link is Stripe’s fast-checkout solution, which securely saves and autofills customer address and payment details.

Questions?

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