In this article, you will learn how to automatically send reports with participant data from your event to your colleagues or external partners.
In this article:
The “Reports” module was developed to relieve you of the manual creation and sending of guest lists. This allows your colleagues and partners to automatically and regularly receive the latest participant data from your events without requiring a lot of manual effort on your part.
This module allows you to automate the creation of reports, send them with password protection, and decide for yourself which contact and registration details you want to share.e
Set up the Domain
To send your reports, you must first open the “Resources” in your “Space Settings”. Then click on the “E-mail Domains” tab and, if you haven't already done so, enter the required domains of your recipients in the “Report Recipient Domains” section.
All e-mail addresses that contain one of the stored domains can now be added as recipients of your reports.
Please note:
This action must be done by a Space Administrator.
Activate the Reports module
Once the required domains have been stored in your “Resources,” you must now activate the "Reports" in your event under the “Modules” navigation point.
Once the module has been activated, you can find it in the navigation within your event under this icon 
.
Set up of the Report
Once the requirements have been met, a report can be created. To do this, go to the “Reports” module and click on the plus sign in the top right-hand corner.
In the next step, a new window will open where you can specify the details of your report.
Define Report columns
Select up to five columns of contact and login details to be included in the report. If you hover your cursor over the fields, you can also move them around in order using drag and drop. Confirm your selection by clicking the “Filter contacts” button.
Filter contacts
In the second step, you can specify the filters that should affect your report. For example, you can specify that only contacts from a certain group or with a certain registration status should be included in the report. For more information on using filters, see this article.
Add recipients
Then add the e-mail addresses of your recipients by entering them individually in the “Add item” field. Then click on the “Finalize report” button.
Please note:
Only e-mail addresses from approved domains will be accepted.
Finalize Report
In the last step, you need to enter the final data for your report.
First, enter a name for your report. We recommend using a very clear name so that recipients know immediately what the report is about.
Then, in the “Will be sent weekly on” drop-down menu, specify the days on which the report should be sent. You can select multiple options and choose from all days of the week.
Please note:
Reports can currently only be scheduled. It is therefore not possible to send them immediately.
In the "Sender Email" field, enter the e-mail address that you want to appear in the recipients' inboxes.
In the last step, set the “Password” for the report, which must meet the following criteria:
- At least 10 characters
- Must contain at least one uppercase letter
- Must contain at least one lowercase letter
- Must contain at least one number
- Must contain at least one special character
Attention:
It is essential that you remember or write down your password, as it cannot be viewed again at a later date.
Once you have entered all the information, you can generate the report by clicking on the “Create” button. The report will then appear in the overview.
Report overview
In the overview, all reports created are listed on the left side in the “Reports” tile.
If you click on one of these reports, the “Recipients” tile on the right will show you who the recipients of this report are.
If you want to delete a report you have created, you can do so by moving the cursor over the desired report in the overview of your reports and clicking on the trash can icon.
Please note:
It is not possible to edit a report once it has been created. If you want to make changes to a report or have misplaced the password for the report, for example, you must delete the report and then create it again.
View the report
Once you have created your report, it will be sent automatically to the recipients you have specified at the time you have defined. In order for the recipient to be able to open the report when they receive the e-mail, you must first send them the password.
The structure of the e-mail is fixed and contains the name and e-mail address of the recipient, the event title, the event date, and the report type.
Example E-mail:
The recipient can then open the e-mail in their inbox, click on the PDF attachment, and enter the password you have defined to view the report.
Example of Report:
