GC Events - Custom Reporting

Custom reporting delivers enhanced configurability enabling you to export the GC Events data you need, exactly how you need it. 

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How it works:

Custom Reporting Dashboard:

• Navigate to Custom Reporting in the GC Events menu and you will arrive on the custom reporting dashboard. 
• From the custom reporting dashboard, you can search custom reports and use the icons in each row to download, edit, clone, or delete an existing custom report. 
  • Please note: Once a custom report has been deleted, it cannot be restored. 

Creating a New Custom Report:

• From the custom reporting dashboard, click the New Custom Report button in the upper right corner of the screen.
• Report basics: Give your custom report a name and establish the type of custom report you would like to create by following the prompts provided.
  • What type of events report would you like to create?
    • Registration Report: A registration report will create one row for each event registration; this will include information about the primary registrant and their guests on the same row of the report. 
    • Guest Report: A guest report will create separate rows for each individual registered for the event; information about the primary registrant and each guest will be included on separate rows. 
  • If creating a Guest Report, how would you like the report to be formatted? 
    • Consolidated Guest Report: A consolidated guest report will include a single row for each individual registered for the event; if registered for multiple activities, these will be consolidated in the available Activities Summary column.
    • Activity Row Report: For complex events with multiple activities, an activity row report will include a separate row for each individual activity registration. 
  • How would you like to handle the FMV and Gift portion of event-level tickets:
    • FMV + Gift on the same row: Displays the fair market value and gift portion of the event-level ticket on the same row.
    • FMV + Gift split into separate rows: Displays the fair market value and gift portion of the event-level ticket on separate rows.
  • Click Save & Next

• Filters: Determine what data should be included in the custom report using the filtering options provided.
  • Date Range: 
    • All dates
    • Initial registration date
    • Last registration update 
      • Please note: The ‘Last Updated’ date only reflects when activities or add ons are added to a registration for a complex event. Other changes do not trigger an update.
    • Paid registrations deposit date
  • Events: Select which event’s data should be included in the custom report.
    • All Events
    • Selected Events
  • Activities: Select which activities’ data should be included in the custom report (complex events only).
    • All activities for within the events above
    • Selected list of activities within the events above
  • Click Save & Next

• Columns: 
  • Browse or search the list of Available Columns and use the plus icon to move each column to the Columns Added To Report list. 
    • Alternatively, you can use the Add All button to move all Available Columns to the Columns Added to Report. 
  • To change the order in which your columns will appear in your report, drag and drop each column name within the Columns Added To Report list.
  • Delete individual columns added to your report using the trash can icon.
    • You can also use the Remove All button to move all selected columns back to the Available Columns list.

• After configuring the Report Basics, Filters, and Columns, you can save the report or save & export the report.
• Once saved, you can download, edit, clone, or delete the custom repot from the custom reporting dashboard.

Configuring Report Column Aliases: 

• The report column aliases feature allows you to assign an alternate name for the default columns used in GC Events custom reporting; this feature may be useful if you need the column names to match the names of fields in your CRM.
• From the custom reporting dashboard, navigate to the tab called Report Column Aliases.
• Use the New Alias button and select the default column name you would like to configure as well as the alias you would like to assign.
  • Please note: Report column aliases will apply to all custom reports built in GC Events.

    split ticket designations and updating legacy report fields

    GiveCampus split ticket designations now track event ticket funds separately. The legacy field, backend_id_fmv_plus_gift_fund, is no longer populated, so custom reports using it will show blank values.

    what changed

    • The FMV portion is now reported using backend_id_fmv_fund.
    • The gift portion is now reported using backend_id_gift_fund.
    • Any saved report or column alias that referenced backend_id_fmv_plus_gift_fund will no longer display data.
    • The feature is controlled by a system setting; if it is disabled, the new fields return empty strings.

    updating an existing custom report

    1. Navigate to Custom Reporting in the Events menu and locate your saved report (click the edit icon to open it).
    2. In the Columns step, remove the legacy column backend_id_fmv_plus_gift_fund.
    3. Add the new columns:
       • backend_id_fmv_fund — reports the fair market value portion.
       • backend_id_gift_fund — reports the gift portion.
    4. Adjust the report’s FMV/Gift display option (either combining both on one row or splitting them into separate rows) as needed.
    5. Save and run the report to confirm the data appears as expected.

    updating report column aliases

    1. From the Custom Reporting dashboard, go to the Report Column Aliases tab.
    2. Use the New Alias button to create aliases for the new default column names:
       • Create an alias for backend_id_fmv_fund (for the FMV portion).
       • Create an alias for backend_id_gift_fund if you want a separate CRM mapping for the gift portion.

    notes and troubleshooting

    • If a saved report or alias now appears blank, it likely still references the legacy field, or the split ticket designations feature is not enabled on your instance.
    • With the split feature disabled, the new fields return empty strings.
    • If your downstream processes require a single CSV column, export both new columns and combine them externally.

    quick-fix checklist

    • Identify any saved reports or report column aliases that reference backend_id_fmv_plus_gift_fund.
    • Edit each affected report: remove the legacy column and add backend_id_fmv_fund and/or backend_id_gift_fund as appropriate.
    • In Report Column Aliases, update or add aliases for backend_id_fmv_fund and backend_id_gift_fund so that exported headers match your CRM field names.
    • If updated reports still show blanks, verify that the split ticket designations setting is enabled.

Reporting on Custom Guest Information

Accessing Guest Custom Field Data

When you've collected custom information from guests (like dietary restrictions, allergies, or special requests), this data appears in your custom reports:

To create a report with custom guest information:

1. Navigate to Custom Reporting in the GC Events menu

2. Click New Custom Report

3. Select Guest as your report type

4. Choose the event(s) you want to report on

5. In the field selection, look for your custom field names

6. Select the custom fields you want to include (e.g., "Dietary Restrictions", "Allergies")

7. Configure any additional filters needed

8. Run and download your report

Viewing Individual Guest Responses

The custom report will show each guest as an individual row with their custom field responses in separate columns, making it easy to:

• Review all dietary restrictions at once
• Plan accommodations based on special requests
• Prepare discussion topics based on submitted questions
• Export data for catering or event planning purposes

Tip: Custom field data is also visible when viewing individual registration details in the Registrations or Guests tab.