GC Events - Custom Reporting

 

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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

  Guest ID and Activity ID columns

  GiveCampus provides stable guest and activity IDs that you can include as columns in custom reports. These identifiers help match guest and activity records to your CRM or data warehouse without relying solely on names.

  Available columns

  • Guest ID – Available in Registration, Guest, and Activity Row Reports. It appears as “Guest ID” in the Columns picker.
  • Activities Summary IDs (Activities section) – Available in Guest Reports only. This column shows a semicolon-separated list of the activity IDs for that guest, in the same order as the Activities Summary column.
  • Activities Summary IDs (Registration section) – Available in Registration and Guest Reports. It lists all activity IDs for the entire registration as a semicolon-separated list in the same order as the Registration Activities Summary column.

  How values appear in exports

  • Registration Reports: The Guest ID column shows a deduplicated, semicolon-separated list of guest IDs for all guests on the registration.
  • Guest Reports: The Guest ID column shows the stable ID for that guest. With two Activities Summary IDs columns available, you can choose based on whether you need just the individual guest’s activities or the full registration activities.
  • Activity Row Reports: The Guest ID column displays the stable guest identifier for the attendee on that row. If the attendee record was updated after registration, the ID still reflects the original guest record.

  Both Activities Summary IDs columns output semicolon-separated lists with the order of IDs matching the corresponding human-readable summary columns. In Registration Reports, the Guest ID cell consolidates all base guest IDs for the registration.

  Column picker details

  • The columns appear automatically in the Available Columns picker when you create or edit a custom report—no additional setup is needed.
  • Each Activities Summary IDs column includes a brief description beneath the column name in the picker:
    • The column in the Activities section is labeled: "Semicolon-separated activity IDs, in the same order as the activities in the activities_summary column."
    • The column in the Registration section is labeled: "Semicolon-separated activity IDs, in the same order as the activities in the registration_activities_summary column."

  Where you’ll see these IDs in the admin UI

  The Guest ID is also displayed on the registration detail page. Each guest’s name includes the ID in parentheses with a # prefix (for example, Jane Smith (#456)). This allows for easy lookup and copying for export mapping.

  When to use each Activities Summary IDs column

  • Use the Activities Summary IDs column from the Activities section to get the IDs for the individual guest’s activities (Guest Reports only).
  • Use the Activities Summary IDs column from the Registration section to capture all activity IDs for the entire registration, which is useful for mapping sessions on an invoice or reconciling registration-level data.
  • 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. 
  • • 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.

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.

Handling FMV and gifts

For Registration Reports, select the Deposits option to include either all deposits or only a subset from your events. For Guest and Activity Row Reports, use the Participant Type filter to narrow the report to specific attendee categories.