UT Foundation Policies

EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022

Audience: Event Admin, Event Reporting Admin

General Purpose

There are a number of ways to access an event report in Encompass.

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Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email [email protected].

alumni.tennessee.edu/login	advanceutia.tennessee.edu/login
alumni.utc.edu/login	alumni.uthsc.edu/login
alumni.utk.edu/login	alumni.utm.edu/login
alumni.utsouthern.edu/login

Hover over Events in the top menu and select Events Home.

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Creating a Custom Event Data Export (“Registration Report”)

This comprehensive report includes all fields from the registration form plus commerce information. We suggest maintaining a master spreadsheet and relabeling the column headers, as needed. If you opt to receive a daily/weekly report with new registrants, add them to your master list.

1. Find your event in the events grid or use the keyword search function. Click the gear icon beside the event name and select Create Reports.
2. Select Create New Export under the Custom Event Data Export header.
3. Settings
   • Select report frequency—
     • On-Demand. Click Save this export to be used again later.
     • Once at scheduled date. Select date to run export. Select Email a link to the file.
     • Daily/weekly. Select date range for report to run. Select Email a link to the file.
   • Enter Export Name and click Next
4. Configure Data
   • If you selected on-demand, make no changes. Click Next.
   • If you selected once at a scheduled date, make no changes. Click Next.
   • If you selected daily/weekly, select limit export to only use data updated since last run. Click Next.
5. Field List—Make no changes. Click Next.
6. Preview—A sample of your report. Click Next.
7. Notification Email—This step is included if you selected a scheduled report to be emailed to you. Update the recipients. Note: The recipient must be an Encompass admin to download the report via email. Request event reporting access via the Admin Rights Request Form.
8. Finish—The report should automatically download. Open or save it.

Related video: Event Reporting

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Running an On-Demand Report

1. Log in to Encompass
2. Hover over Events in toolbar and select Reporting.
3. Click the dropdown menu under Single Event Reports and search for the name of the event.
4. Select the event and click Show Reports.
5. Click the gear icon beside the existing on-demand report under Custom Event Data Export and select Run Export.
6. Select the date range to filter the report and click Run Report.
7. Click Download File.

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Downloading Automated Report via Email Link

When you request to receive a scheduled export via email, click the “Click Here” link to initiate download of the report. It will prompt you to log in to Encompass if you aren’t currently logged in, otherwise the download will automatically begin.

Once the file has downloaded, log out by clicking the person icon in the upper right hand corner and selecting Logout.

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One-Click Event Reports

These canned reports may be useful to get a brief overview of your event. They will not include custom fields on your form (such as name tag, dietary restrictions, etc.). To view those fields, you will need to run a Custom Event Data Report. These quick reports may be exported in a variety of formats, including .PDF, .DOC and .XLS.

It’s likely that you’ll continue to rely on your Custom Reports, but these may prove useful in some circumstances.

1. Hover over Events in toolbar and select Reporting.
2. Click the dropdown menu under Single Event Reports and search for the name of the event.
3. Select the event and click Show Reports.
4. The four canned reports appear along the top in boxes. Click Get Report.

Registration Report

The Registration Report is a list of all registrants (Primary Registrant and Guests) for the Event and the related Activities.

Each registrant is displayed on row of their own under the Event and Activities they are registered to attend. Columns include: Name, Constituent ID, Class Year, Email, Guest Of.

The report is sorted by last name, so the Primary Registrant and their Guests will not always be grouped together. Each guest will have the name of the person who registered them in the ‘Guest Of’ column.

Itinerary Report

The Itinerary Report shows the events and/or activities the primary registrant and each guest is registered to attend.

There is one page for each primary registrant, so that the report can be printed and handed to the primary registrant as their itinerary.

The name of each is under one column and is displayed as Last Name, First Name.  The report is sorted on the Last Name.

Commerce Item Report

The Commerce Item Report generates a report based on each commerce item in the Event and related Activities.

It is organized by specific commerce item and displays the primary registrant (and guests) who purchased each item, the number purchased and the total dollar amount.

This report does include $0 dollar (free) items.

Name Badge Report

We do not recommend using this report as most events include a custom Name Tag field on the registration form. Run a Custom Event Data Report and use the Name Tag column.