Manage Events Part I: Event Dashboard

Manage Events Part I: Event Dashboard

1. After creating your event, you will find the event on the Active tab of the events index page (Main Menu: Events: Events) if the event takes place in the future. If the event date has past, you will find the event on the Inactive tab.

   

   

2. From the event index page, you can see the number of tickets sold in the sold column. If you have left the capacity field blank during event set up, then the # sold will just be a single number. If you set an event capacity, then the # sold as well as the total number of event tickets will be shown.

   

3. From the events index page, you can manage an event (view the event dashboard, view registrations, view attendees, add or cancel registrations, view completed event attendee registration forms, view the list of other items (merchandise purchased), manage your waitlist, or take attendance) by either clicking on the name of the event OR by selecting Manage from the drop down to the right of the event.

   

   

4. This will take you the event dashboard. Here you can see a variety of data about your event.

   

5. You can access the event dashboard from anywhere inside the event, by clicking the Event Dashboard button in the upper right.

   

6. When on the event dashboard, in the upper left, you will see the # of registrations sold. When working with events, it's important to remember that Registrants are the people who bought the tickets; Attendees are the people who will actually attend the event. Many times registrants and attendees are the same person, but there are many cases where they are different. If a registrant buys multiple tickets, they may be one of the attendees but they are also bringing additional attendees. Another example is if the event is a youth program, the registrant will generally be the parent and the attendee the child.

   

7. The # sold includes cancellations - below the gross number sold, you will see a breakdown of # of active registrations (non-cancelled), # cancelled, and # of people waitlisted (if applicable).

   

8. Hovering over the graph of % of tickets sold will give you the # of seats still available. Hovering over the green portion of the graph will show you the # sold.

   

   

9. In the Revenue by Mode of Payment window (2nd panel on the left), you will see a breakdown of your event registration sales by mode of payment.

   

10. In the Sales by Registration Type panel (bottom panel on the left), you will see a break down of sold tickets by the ticket type. Clicking on the magnifying glass to the right of any ticket type will take to the Manage Attendees: Attendees screen which will be filtered by that ticket type.

    

    

    

11. In the panel in the upper right (Revenue), you will get a condensed "Profit and Loss" (P&L) statement for your event, including the breakdown of revenue collected online, revenue collected offline (direct/back-end entry of registrations), Other Items purchased, any cancellation fees charged, and any refunds issued, in addition to a subtraction for Credit Card (Stripe) Processing Fees, (Fundly) Service Fees ($1 per paid ticket bought online), and a grand total of expense items recorded on the Track Expenses tab (see this tutorial for more information).
12. There is an additional filed which gives the total donation raised for the particular event. The donation can be added only through the Admin from backend as donors will not get the option for donation for a particular event. While adding an gift/donation in the backend you can select the name of the event to reflect in the event dashboard. To know how to add a donation/gift in backend click here.
13. In the Recent Registrations panel, on the Recent Registrations tab you will see a list of the 5 most recently added registrations. On the Attendee Details tab, you will see the attendees associated with the five most recent registrations.

    

    

14. Clicking the magnifying glass in the upper right while on the Recent Registrations tab will take you the Manage Attendees: Registrations screen. Clicking the magnifying glass in the upper right while on the Attendee Details tab will take you to the Manage Attendees: Attendees screen.

    

    

    

    

15. The Other Item Sales window (bottom right), will display the breakdown of other items sold.