Special Event and the Email Attendee List

Estimated Time To Read This: 2 – 4 minutes

There is an optional field in the in-service detail screen which by default, is labeled as the “Special Event ID” . This field can be used in conjunction with the “Email Attendee List” report as an effective tool in managing some unique situations.

One application is where you wish to extract managerial information about the attendance associated with a number of unique in-services. The special event ID and Email Attendee List combination may provide a quick and easy solution that addresses these requirements.

Here are the steps required use this feature.

Step 1

Make sure the “Special Event ID” preferences in “Class Detail Admin Screen” section are enabled as shown below. Note that you can also change the name of this field if required.

Step 2

For each in-service that is to be part of this special tracking, you would assign a unique special event ID. This is entered in the “Miscellaneous” section of the in-service detail screen as shown below.

You have now successfully linked your group of in-services via a common “Special Event ID“.

Step 3

You can now, at any time, user the “Email Attendee List” report to extract a list of attendees, in-services and locations.

The report prompts, shown below, allows you to select the “Special Event ID” you wish to generate data for.

The resulting data is displayed as shown below.

In addition, you are emailed an attachment which contains the information in a tab separated list. This can then be imported into Excel or an equivalent system and manipulated to solve any number of management questions like:

a) how many in-services did each staff or specif staff at a given site attend?

b) what was the most popular in-service with in the group of in-services?

c) how many registrations came from each location and who were the attendees?

As you can see, the activation of this simple field and report can provide a tool with some interesting possibilities. I am sure there are many more pieces of managerial information that can be extracted by this process.