Registration report

STEP 1: SELECT THE SITE

STEP 2: FILTERS (optional)

STEP 3: ADVANCED FILTERS (optional)

STEP 4: HEADERS (optional)

STEP 5: RUN AND CSV EXPORT

STEP 6: SAVE REPORT IN TRS

The Registration Report is specific to your registrants. Think of it as a report that identifies who has registered for your event.

This report provides you with registration information specific to each, and all, of your registrants, for the specific site you have selected to run the report for.

STEP 1: SELECT THE SITE

Click the Registrant Reports menu panel option located on the left side of your dashboard.

2. Click view under Registration Report to pull up the Registration Report.

3. At the top of the Registrant Report page, there is a drop-down menu. Click and utilize the drop- down to select the site you wish to run the report for.

Once you have selected the site for your report, you have the ability to click run and load your report without any customization. However, if you wish to filter and customize your report, follow the additional steps below.

STEP 2: FILTERS (optional)

Filters is a fully optional report section that allows you to filter and customize your report.

ORDER BY

This is formatting option for how your report's data is displayed once you click run.

Registered At: Sort by the date and time when each registrant has completed registration

Last Name or First Name: Sort your data by your registrants' last or first name

Group Name: (If using Group Registration) Sort your data by the list of Group Names for your site.

Group Leader First Name or Group Leader Last Name: (If using Group Registration) Sort your data by group leader first name or last name.

SORT DIRECTION

This correlates to the Order By option discussed above.

Ascending: First to Last

Descending: Last to First

Use this filter option to pull a specific registrant record located on the specific site you are running the report for. In the search box, type:

First name
Last name
Email address

Then hit RUN.

STATUS

Registrants have two statuses. You can choose to run your report to include one status, or both statuses.

Complete: Registrants who have completed and registered for the specific site

Cancelled: Registrants who completed registration for the specific site but cancelled their registration.

Any: All registrants who have registered for the specific site, regardless of whether they have active registration or if they have cancelled their registration.

TYPE

This relates to the type of registrant you wish to include in your report.

Based on your site build, your site may allow for individual and group registration, or one or the other.

Type options include:

Individual Registration:

Registrants who have registered themselves individually
Registrants who have been individually registered by an admin.
Group leaders of a group registration
Group members apart of their group leader's registration

Individual with Items: Includes the individuals shown above, with include of their registration details (activity group(s), activity/activities, timeslot(s))

Group Registration: Compiles the group leader and associating group members apart of a group registration, and includes all group registrations which have occurred on the specific site.

ACTIVITY GROUPS AND ACTIVITIES

Activity Groups and Activities can be used in combination, or individually.

How you use them to filter a report will alter the data shown when you hit run.

Activity Groups: Identify registrants who have selected a specific activity group or activities groups.

Activities: Identify registrants who have selected a specific activity or activities.

Here are your options when determining how to utilize Activity Groups and/or Activities:

ONLY using Activity Groups (no Activities)

Selecting one Activity Group: Report will only include registrants who have registered for the selected activity group.
Selecting multiple Activity Groups: Report will only include registrants who have selected one, or multiple, of the activity groups selected.

ONLY using Activities (no Activity Groups)

Selecting one Activity: Report will only include registrants who have registered for the selected activity group.
Selecting multiple Activities: Report will only include registrants who have selected one, or multiple, of the activities

Using BOTH Activity Groups and Activities

TRS Recommendation: Use the Type: Individual with items when utilizing both Activity Group and Activities filters, to view and verify you have filtered your data correctly.

It is important to remember that using both of these filter options will:

Identify all registrants associated to the specific activity group or activity groups selected.
Identify all registrants associated to the specific activity or activities selected, as well as any other activity groups/activities they have registered for.

Example: I select Activity Group, Greeters, and the activity, Info Desk, that is associated to Greeters.

I will see the following registrants, when I hit RUN:

All individuals who have selected activities under the activity group Greeters. There may be registrants who have selected other activities within this activity group, who have not registered for the Info Desk activity.
All individuals who have selected the Info Desk activity, and any other activities they have registered for, regardless of whether those activities are associated to the Greeters activity group.

CHECK-MARK OPTIONS

Has checked in for at least one shift?

Includes only individuals who have successfully checked in for a minimum of one shift on your site.

Has broken the rules

If you have created rules within your site builder, this will identify only individuals who have broken (not followed) the rules.

Example: All registrants must select minimum of 2 shifts on your site. You want to identify individuals who originally registered for 2 shifts and then cancelled 1 shift because they no longer meet the minimum requirement.

Already has a Sterling Volunteers package order in place

Report will only include registrants if a background check package is associated to their registration.

STEP 3: ADVANCED FILTERS (optional)

Advanced Filters is an optional tool. It is a very powerful that must be used correctly. This option should not be used unless you are filtering your report to identify specific information.

Follow in the order of the steps below:

Set up the first criteria for your search by selecting the field you want to search by in the drop down menu, e.g. T-shirt size.
Select the condition for that field, e.g. contains, equal, is greater than, etc.
Enter the desired answer, e.g. small; this search will give the list of registrants who selected small and x-small as their shirt sizes.
AND/OR. If you need additional search criteria, click on AND/OR based on what you need.

All registrants who selected a small shirt size or extra small and are new volunteers.
All registrants who selected small or x-small shirt size and are not new volunteers.
All registrants who are new volunteers and selected any other shirt sizes.
AND is used if you need to search multiple criteria on each registrant, e.g. T-shirt size contains small and New Volunteer equals Yes. This will give me all the registrants that requested a small or x-small shirt size AND are new volunteers.
OR will usually give more results, as registrants only have to meet one of the criteria, e.g. T-shirt size contains small or New Volunteer equals Yes. The list will include:

Once you have selected AND/OR, click "+Add Rule" to get a new row of criteria.

For even more layers to your search, you can Add a Group. It will allow you to use both AND and OR conditions within the same search.

When using advanced filters, make sure you use the Headers feature to display the fields you are searching on. See more details below.

STEP 4: HEADERS (optional)

By default, only the built-in fields will show in a report.

Headers gives you the option to narrow down the fields which appear in your report, and also manage the order in which they are displayed once you hit run.

Simply click in the box shown in this section and select the fields you need. Available for you to select from are the built-in fields of the report and your site-specific custom field questions.

You can arrange your headers by dragging and dropping them in order from left to right.

EXAMPLE: You want to only include the registrant's email, and hours registered.

STEP 5: RUN AND CSV EXPORT

Run your Report:

Simply click run to compose your report.

NOTE: Anytime you change the filters on your report, you will need to click RUN again in order for the report to update.

Export your Report:

To export your filtered report, simply click CSV to automatically download your report as a CSV file.

STEP 6: SAVE REPORT IN TRS

If you have created a custom report and you plan to re-run and utilize that report in the future, click New Saved Report
Give your report a name and an optional description.
Click Save as new report
Easily pull up your saved report by visiting the Saved Reports menu panel option located on the left side of your dashboard. When you open your saved report and hit run, your data will automatically compose.

For instructions on communication with your registrants within reports, please go to

volunteer communication instruction

[Contact TRS support via email

Contact TRS support via email