Please be aware that Lyyti is developed constantly and your view might not match 100% with the view described in this article.
Create different reports to ease your work and keep colleagues, managers or partners up-to-date on participant information. When you start creating an event, consider already then what kind of reports or list of participants you will need. Having the information in the desired form makes it so much easier to manage the entire event instead of having disorganised lists here and there.
You can create separate reports for your manager, catering, event organiser / partner...
Different reports in Lyyti
The most common report type is the online report. If yo haven't created any before this, go ahead an create on, this is a perfect moment for that. :) In Lyyti's reporting section you can create:
- Online-reports: The most important tool for real-time follow-up. Online reports allow you to share up-to-date information to others. Create online reports already before registration starts and send the link to whoever needs information about the registration situation.
- Summary reports: Information about registrations in numeric form. Can also be sent to third parties as online reports.
- Excel lists: Sometimes you need to save information on your computer or other systems that haven't been integrated with Lyyti. In that case you can download an Excel file.
- Name badges: Create name badges for participants via reporting.
- Address labels: To send paper invitations, print address labels directly from Lyyti.
Information to be shown on reports
Select information to be shown: Create separate reports depending on the information needed and the people needing them. You can include all participant information or simply part of it (contact information, participant type, time of registration, status, additional information field...).
In which order is the information? The report shows the information in the same order that the questions are on the registration page. Also participant types are shown in the same form they are written on the Settings page.
How do questions affect reporting? The type of question you create affects how the information is shown on the report. Lyyti can count how many people need transportation if you create a multiple choice question. However short or long textfields cannot be used for such purposes, since Lyyti cannot count the contents, it would simply show what registrants have written in that field.
How to filter information and select participants
Filter reports using a specific question. Reports can be filterer using all open fields such as name or company, or by participants status or time of registration.
Participants to be included in the report can be selected in two ways:
- Filterin options: limit the group of participants on the report based on:
- an answer to a multiple choice question
- participant type
You can choose more than one filtering option. In that case, select whether a participant is shown if one of the filters match the participant or if all filters must match them (for example: has a single participant selected either Monday or Tuesday, or, Monday and Tuesday).
- Select participants to the report: Select participants that match a certain status to be included in the report. If you select all participants, please remember to select that the participant status is also shown on the report. Otherwise you cannot tell who has registered and who is declined.
This way you can create a report that shows, for example, only dietary restrictions (selection of information) of those participants (selection of participants) that will take part in the dinner (filtering). For more information about filtering, click here.
Lyyti's summary reports show given answers in numbers instead of names / individual answers. Use them to keep track of your participant situation per groups, for example. Summary reports are especially useful when using Quantity questions or Multiple choice questions.
Summary reports can show participants' status, participant types and answers to multiple choice questions. With Quantity questions, Lyyti counts together given answers.
Lyyti automatically creates the report in form of an online-report. You can find the link on the page Summary reports. How to create summary reports.
Tips for reporting
- Sharing information with colleagues: Create online report and save its link to a calendar note that you and your colleagues use. You can also send the link by e-mail or publish it in your intranet. The report always shows up-to-date information when it is opened.
- Sharing participant list to other participants: On the registration page, add a multiple choice question "My name can be published to other participants: Yes / No" and filter the report so that it includes only the ones that answered Yes. Publish the report on the event's website or include it in Lyyti's confirmation message.
- Report of dietary restrictions: Instead of using open text fields to ask for dietary restrictions, create a multiple choice (choose many) question, list most common restrictions and the option "other". Then, create a short text field "other dietary restrictions" and add conditions so that the short text field is shown only if the registrant selects "other". This way Lyyti can count how many of each restriction there is.
- Editing a report: You can add or remove information from the report or select more statuses to be shown. However, filtering options cannot be edited afterwards.