Offer the option for a report that summarizes by participant the categories in each registration.
I want to be able to print a report for an event that lists each participant and then shows me the type of registration (e.g., three, four or seven day registration) plus transportation in a way that I can summarize to see the details of the category. I know that I can pull a summary report by the registration types, but I want to be able to see the detail. I want a report with participant name in the first columns, then the registrations types in columns across the top and total amount for each participant. Armed with that information I can then summarize the registration types and compare to total monies paid and due. I hope my explanation makes sense. And maybe already be available, but I don't know where to find it. Thank you.
Hope Player commented
Walt, to do a quick fix, I downloaded the registrant list and isolated the information I needed. It gave me the basic room and board charge and the total for the invoice, so I added columns to allow me to add the other categories and total the charges. I can then compare it to the Total amount per WA and then look for any discrepancies. It's not perfect, but it's better than trying to do all of this manually in a spreadsheet. This is our first conference using WA, and we're learning, some of the hard way! Fortunately we're a small organization now, but we don't plan to stay that way! I appreciate your input. Hope
Oh, good point. The one event I set up like this, I used an Extra Charge Calculation in the reg form for each component: Number of adults, Number of children, Number of tots under 2, etc. Since each field is a number, I could have set up formulas in Excel to compute the separate charges. If I'm understanding, you'd want a column for each type of charge?
If you use the multiple extra charge Registration form fields, I guess the formulas could still be done but the logic in the formulas might have to do a text comparison.
And then of course each time you pull a new copy of the list, you'd have to copy and paste the formula columns from a previous spreadsheet.
Does that help?
(Warning: I've been doing WA for a whole six months now, so I know just enough to get into trouble. Hopefully not get you into trouble too.) :)
Hope Player commented
Hi Walt, thanks for your response. I downloaded the registrant list, but for each registrant, I get an invoice total, not the component pieces. We have a three day conference fee, a four day fee, daily commuter rate, transportation fee, and a separate room and board charge, which is all recorded separately. The registrants list gives me just the total invoice, not separate charges. Is there a way to get the component pieces into this spreadsheet? Hope
Oh, and maybe an option to save the selections in "Export registrants" so they didn't have to be checked off again to rerun the report. The saved selection should be applicable to other events to the extent the registration form field names are the same.
BTW we have used the API to generate an HTML page listing all the registrants and form fields for an event, given the event number. So an organizer and/or member can display all the registration information for an event by clicking a link.
How about adding an option to "Export registrants" to export the selected fields as a PDF or Word file in addition to Excel format?
And a checkbox for two little optional additions to the export in all formats. At the bottom, a total for each column with numeric values. And at the right, a column that totals all the dollar values on that line.
Hope, you could probably do what you want now with the Excel registrant export, if you are comfortable with Excel and can put in the totals yourself. What do you think?