EventPro User Manual

Event Reports

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Event Reports

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Event Reports

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In addition to the Run Reports from Reports Menu noted above, some of these reports have other parameters you can set.

hmtoggle_arrow1Event List

Lists all events, displaying each Booking Number, Contract Number, Category, Client Name, Event Name, Start and End Dates, Status, Booked (the user who booked the event), Assigned (the user assigned to the event) and Lock Level.

1.From the Report Options, check the box if you want to Show Client Info.
hmtoggle_arrow1Overdue Contracts

Lists all overdue contracts, displaying the related Booking Number, Client, Contact, and Contact Information, Event Category, Start and End Dates, Status, Required By date and the number of Days Overdue.
hmtoggle_arrow1Overdue Deposits

Similar to the Overdue Contracts report, but lists all overdue deposits.
hmtoggle_arrow1Availability

In addition to the standard report options noted above in Run Reports from Reports Menu, you can set the Date Range for these reports by selecting the From and To dates from the drop-down calendars.

Each report has other parameters and options you can choose from.

Lists available locations by day, with the Features, Comments and Capacity for each available Setup Type.

1.Enter the Booked Location Time Range in the From and To fields.
2.Check the boxes to indicate which Location Groups and Locations you want in the report.
3.The report will show unbooked locations, as well as booked locations of any unchecked Status.  By unchecking a Status, you indicate that booked locations of that status are still “available” for the purpose of the report.
4.Check the Required Features that the location must have to appear in the report.
5.Select the applicable Days of Week for which you want to view availability.

Lists setup items for each day by their sub-groups, indicating the Quantity in use, times Required From and To, Location, Comments, Booking Number, Client Name, Event Name and Location Status.

1.Under Options, check the boxes if you want to Include Setup Comments or Show In Use Only.
2.Under Sub-Groups, check the Setup sub-groups you want displayed in the report. If you check only one sub-group, you can select individual items for the report from the Items group box.  However, if you select more than one sub-group, all items from each sub-group will automatically appear in the report.

Essentially the same as the Setup Availability report, except displaying Staffing items.

1.Make your selections under Options, Sub-Groups and, if you choose only one Sub-Group, Items.
hmtoggle_arrow1Conflicts

In addition to the standard report options noted above in Run Reports from Reports Menu, you can choose the Date Range for these reports.

Lists location conflicts for each date, displaying Conflicting Bookings and their Conflict Level, Event Name, Client Name, Function Name, Setup Type, Attendance, Start and End Times and Status.

Displays setup item conflicts for each date, displaying the number of items Required versus the number Available, as well as the Location, Booking Number, Event Name, Client Name, Event Times and Status.

Similar to the Staffing Conflict Summary, but lists staffing position conflicts.
hmtoggle_arrow1Daily Booking Lists

Lists Bookings by Day, displaying the Locations, Times, Booking #, Customer, Function Name, Status and Attendance for each location, as well as their details (Catering, Beverage, Setup, Staffing assigned to the location, event comments, etc.) and Quantities. The page is in portrait orientation.

1.Select the Booked Location Date Range from  the From and To drop-down calendars.
2.Choose a radio button to indicate whether the times displayed in the report will be the Event Start/End times or the Booked From/To times
3.Under Options, in the Spacing field, enter the number of lines you want between days in the report.
4.Also under Options, check the boxes if you want to Show Restrictions, Show Miscellaneous Items and/or Show Unassigned Staffing.
5.Under Sub Group, check the boxes next to the sub-groups you want displayed in the report.

The same booking list as above, but without the detail items.

1.Select the Booked Location Date Range from  the From and To drop-down calendars.
2.Choose a radio button to indicate whether the times displayed in the report will be the Event Start/End times or the Booked From/To times
3.Under Options, in the Spacing field, enter the number of lines you want between days in the report.
4.Also under Options, check the box if you want to Show Restrictions.

The same report as Daily Booking List – Portrait, except in landscape orientation.

1.Select the Booked Location Date Range from  the From and To drop-down calendars.
2.Choose a radio button to indicate whether the times displayed in the report will be the Event Start/End times or the Booked From/To times
3.Under Options, in the Spacing field, enter the number of lines you want between days in the report.
4.Also under Options, check the boxes if you want to Show Restrictions, Show Miscellaneous Items and/or Show Unassigned Staffing.
5.Under Sub Group, check the boxes next to the sub-groups you want displayed in the report.

The same report as Daily Booking List – Portrait – No Detail, except in landscape orientation.

1.Select the Booked Location Date Range from  the From and To drop-down calendars.
2.Choose a radio button to indicate whether the times displayed in the report will be the Event Start/End times or the Booked From/To times
3.Under Options, in the Spacing field, enter the number of lines you want between days in the report.
4.Also under Options, check the box if you want to Show Restrictions.
hmtoggle_arrow1Event Calendar

In addition to the standard report options noted above in Run Reports from Reports Menu, you can choose from several other report options for most of these reports.

Displays one day per page, with the Locations listed along the left column, the Times listed in One-Hour increments along the top and the display fields in the corresponding cells.

1.Under Range, use the drop-down calendars to select the Start Date and End Date, and enter the Hour From and Hour To that will apply for each day.
2.Choose the Display Fields that will appear in the calendar.
a.Click the Add button to open the Calendar Display Field dialog box.  Choose a Table and Field from the drop-down lists and click OK.
b.To remove a field from the display, click to highlight the relevant field and click the Remove button.
c.To change the order of the display fields, click and hold on a field you want to move, and drag-and-drop it into a new place on the list.
3.Under Options, check the boxes if you want to Sort By Display Fields (sort the records in the same order as the display fields you choose), Each Field on Separate Line, Display Global Restrictions, Display Location Restrictions, Show Locations with Events Only or Use Status Colors.
4.If you want to change the Display Font, click the Select Font button.  In the Font dialog box, choose your font, style and/or size and click OK.

Displays one week per page, each day represented by a cell, with the display fields in the corresponding cells.

1.Under Date Range, select the day to Start Week On (e.g. Monday, Tuesday, etc.), From Week Of and To Week Of from the drop-down lists.
2.Choose the Display Fields that will appear in the calendar.
a.Click the Add button to open the Calendar Display Field dialog box.  Choose a Table and Field from the drop-down lists and click OK.
b.To remove a field from the display, click to highlight the relevant field and click the Remove button.
c.To change the order of the display fields, click and hold on a field you want to move, and drag-and-drop it into a new place on the list.
3.Under Options, check the boxes if you want to Sort By Display Fields (sort the records in the same order as the display fields you choose), Each Field on Separate Line, Display Global Restrictions or Display Location Restrictions.
4.In the Spacing field, enter the number of lines you want between event locations.
5.If you want to change the Display Font, click the Select Font button.  In the Font dialog box, choose your font, style and/or size and click OK.

The same as the Week report, except that the Locations are listed in the left-hand column, the Dates are listed across the top, and the event information appears in the corresponding location/date cells.

Review the options for the Week report, described above.

Essentially the same as the Week (Location) report, above, except limited to pre-selected display fields. For this report, you cannot choose the Display Fields.  It shows the Event Name, Booking Number, Times and Date.

1.Under Date Range, select the day you want to Start Week On, From Week Of and To Week Of from the drop-down lists.
2.Under Options, choose whether you want to Sort Locations By: Location Code or Grid Position, and select the checkbox if you want to Show Related Locations.

Shows one calendar month per page, with the display fields in the applicable day cells of a set size.

1.Choose the Months for this report.  The single arrow advances one month at a time and the double arrows advance one year at a time. The report will include the To and From months you select – e.g. if you choose February 2007 to April 2007, the report will include February, March and April.
2.Choose the Display Fields that will appear in the calendar.
a.Click the Add button to open the Calendar Display Field dialog box.  Choose a Table and Field from the drop-down lists and click OK.
b.To remove a field from the display, click to highlight the relevant field and click the Remove button.
c.To change the order of the display fields, click and hold on a field you want to move, and drag-and-drop it into a new place on the list.
3.Under Options, check the boxes if you want to Sort By Display Fields (sort the records in the same order as the display fields you choose), Each Field on Separate Line, Display Global Restrictions or Display Location Restrictions.
4.If you want to prevent events with multiple locations on the same day from showing up multiple times on the report, check the Show Events Only Once Per Date Booked checkbox. NOTE: If you select this option, the regular BookedFrom, BookedTo, EventStart and EventEnd display fields may not show valid results.  If you use this option, you will want to use the display fields MinBookedFrom, MinEventStart, MaxBookedTo, and MaxEventEnd above.  "Min" indicate the lowest or minimum value for the location booked from or event start time. For example, if you had three event locations, with events starting at 6 am, 7 am and 8 am, the minimum value would be 6 am.  "Max" indicates the highest or maximum value for the location booked to or event end time.
5.In the Spacing field, enter the number of lines you want between event locations.
6.If you want to change the Display Font, click the Select Font button.  In the Font dialog box, choose your font, style and/or size and click OK.

This report will appear the same as the Month report, above, except the rows of cells will condense or expand vertically to accommodate varying amounts of information.

Choose from the same options as the Month report above.

Displays one year per page, with the locations listed along the left column and the months listed across the top of the page.

1.Under Range, choose the Start Date for the year.
2.Choose the Display Fields that will appear in the calendar.
a.Click the Add button to open the Calendar Display Field dialog box.  Choose a Table and Field from the drop-down lists and click OK.
b.To remove a field from the display, click to highlight the relevant field and click the Remove button.
c.To change the order of the display fields, click and hold on a field you want to move, and drag-and-drop it into a new place on the list.
3.Under Options, check the boxes if you want to Sort By Display Fields (sort the records in the same order as the display fields you choose), Each Field on Separate Line, Display Global Restrictions, Display Location Restrictions, Show Locations with Events Only or Use Status Colors.
4.If you want to change the Display Font, click the Select Font button.  In the Font dialog box, choose your font, style and/or size and click OK.
hmtoggle_arrow1Requirements

In addition to the standard report options noted above in Run Reports from Reports Menu, you can choose the Date Range for these reports.

Lists the locations required for the specified dates, displaying the Times, Function Name, Setup Type, Attendance, Booking Number, Event Name, Client Name and Status for each.

Lists the Setup Items required for the specified dates, displaying the Time Required, Quantity, Location, Booking Number, Event Name and Status.

1.Under Sub-Groups, check the Setup sub-groups containing the items you want displayed in the report.
2.If you check only one sub-group, you can select individual items for the report from the Items group box.
3.If you select more than one sub-group, all items from each sub-group will automatically appear in the report.
4.Choose a supplier from the Supplier Filter, or select ALL to include all suppliers.

Lists the Staffing Items required for the specified dates, displaying the Time Required, Quantity, Location, Booking Number, Event Name and Event Status.

1.Under Sub-Groups, check the Staffing sub-groups you want displayed in the report and the individual Items (if you chose only one Sub-Group).

Displays the Catering Items required for the specified dates, including the Time Required, Quantity, whether catering is Finalized or Completed, Location, Booking Number, Event Name, Status, Client and Contact Information.

1.Choose a supplier from the Supplier Filter, or select ALL to include all suppliers.

Displays the Beverage Items required for the specified dates, including the Time Required, Quantity, Location, Booking Number, Event Name, Status, Client and Contact Information.

1.Choose a supplier from the Supplier Filter, or select ALL to include all suppliers.

Displays the Miscellaneous Items required for the specified dates, including the Time, Quantity, Booking Number, Event Name and Status.
hmtoggle_arrow1Utilization Summary

In addition to the standard report options noted above in Run Reports from Reports Menu, you can also set other parameters.

For each customer, displays the total Number and Number per Day for Meetings, People and Hours, as well as the number of People and Hours per Meeting.

1.Set the Date Range.
2.Under Settings, enter the number of Available Days.  This is the number of days between the From and To dates of the Date Range, minus any days that your facility is closed/unavailable (e.g. weekends, holidays, closures).  You must manually determine the number of available days in the date range period for your facility and enter the number in this field.
3.Then enter the number of Available Hours per Day.
4.The Total Available Hours should then calculate from Available Days multiplied by Available Hours per Day.

For each location in use during the date range, displays the numbers of Hours and Days booked, the Average Hours per Booked Day, the Average Hours per Available Day and % Occupancy.

1.Set the Date Range.
2.Enter the Available Days and Available Hours per Day.  Review the instructions under Customer Utilization Summary above for more explanation.

For each location in use during the date range, displays the number of Meetings, People, Hours, Meetings Per Day, People Per Day, Hours Per Day, People Per Meeting, Hours Per Meeting and % Utilization.

1.Set the Date Range.
2.Enter the Available Days and Available Hours per Day.  Review the instructions under Customer Utilization Summary above for more explanation.

For each setup item, displays the Total Used, Events Assigned, Quantity Available, Available Hours, Average Quantity per Event, Average Hours per Event, Number of Hours Used and % Utilization.

1.Set the Date Range.
2.Enter the Available Days and Available Hours per Day.  Review the instructions under Customer Utilization Summary above for more explanation.
3.Under Sub-Groups, check the boxes next to sub-groups containing the items you want to show in the report.  If you select only one sub-group, you can select specific Items to the right.
hmtoggle_arrow1Cross Tab – Event Detail

A Cross Tab report is used to present summarized data in a grid format.  This report will initially appear blank because is only intended to be template and will be hidden by default. You can create a copy of it and design the content to best suit your business. Refer to Modify a Report in Report Designer below.