Within Race Roster CRM, you can create custom reports. These reports contain contact data from the events comprising your organization. As of November 2024, there are 4 types of custom reports to choose from and all contact data is acquired from event participant lists. Please reference our step-by-step guide, How to generate a custom report in my organization, if you want to jump right in. Below you will find an outline of each type, including use cases, as well as some key terms to understand the report building logic.
Report types
The first step of the process prompts you to select a report type.
1. Contact report
Key questions: Who are my contacts? Who are my contacts of [X kind]?
The contact report is the most basic type. It will provide a list of all organizational contacts, or a subset of organizational contacts after some registration and/or demographic filtering. With this type, you can produce a list of all organizational contacts who are participants from specified events, from a certain event year, of a given gender/sex, of a given city of residence, etc. Here are some specific examples:
- contacts who are female/women
- contacts who registered in 2023 events
- contacts who have registered in 5 km running sub-events, in the years 2020 to 2024
- contacts with "London" as their city of residence, aged 18 or over
Use cases: Event organizers with a periodic newsletter may want to target all subscribed contacts from their organization. They may also wish to target contacts who fit specific demographic or registration markers in order to thank them for participating, invite them to register for a new event, or make them an offer relevant to their gender, location, preferred event distance, etc.
2. Contact loyalty report (beta)
Key questions: Which participants have been loyal? Who currently has [X number of] registrations?
With this report type, you can acquire a list of contacts with a specified number of registrations. Depending on your needs, you can make the filtering number exact, a maximum/minimum, or a set range. You may also apply registration and/or demographic filters to focus on a subset. Here are some specific examples:
- contacts who have exactly 3 registrations
- contacts who have a minimum of 4 registrations and are also French-speakers
- contacts who have between 4 and 6 registrations, where one of those registrations is from a 2022 event
Use case: Some event management companies feature a loyalty rewards program for their participants. An event organizer may want to label each set of contacts who have X, Y and Z number of registrations with X, Y and Z loyalty tags. Generating reports for each loyalty milestone will help with this task. You will be able to keep each group of contacts separate and target them with their own communications and reward announcements.
3. Contact registration report
Key question: Which events are my contacts registered for?
A contact registration report lets you see what registrations each contact has on an individual level. In lieu of only viewing the contact's basic data (as with contact reports), a contact registration report also shows what registrations each contact has completed. Unfiltered, your report will contain all organizational registrations. If you apply registration and/or demographic filters, you can focus on a subset. Here are some specific examples:
- all organizational registrations (in other words, all registrations of contacts in the organization)
- registrations of contacts who have at least one registration in event X (in other words, for the subset of contacts who appear in event X, what other registration do they have?)
- registrations of contacts aged 18 or older
Use cases:
4. Contact retention report
Key question: Who still hasn't registered?
With this final report type, you can view which contacts have not registered for a specific event or in a specified event year, using the retention filters. By choosing "event retention", you can generate a report of contacts who registered for one (set of) event(s) but haven't signed up for another. Specifying sub-events is optional. When choosing "event year retention", you can generate a report of who registered in one (set of) year(s) but hasn't registered in another. Here's is a close look at the retention filters:
If you apply registration and/or demographic filters on top of the retention filters, you can focus on a subset of contacts. Here are some specific examples:
- contacts who registered in events X and Y who haven't registered in event Z
- contacts who registered in 2022 or 2023 who haven't registered in the current year
- Spanish-speaking contacts who registered in event X who haven't registered in event Y
Use case: A retention report provides insight into how effective you are at keeping participants from one year to the next, or one event to the next. Furthermore, you can target contacts who specifically haven't registered in your current event with communications inviting them to register, without inadvertently targeting those who already have registered in the current event.
Update frequencies
Organization contacts and contact data are acquired from event participant lists. Over time, the data appearing on a participant list can change due to:
- new registrations on current events
- transfers, refunds, deferrals on current events
- participant data edits on both current and past events
You may choose an update frequency for the custom reports in your organization:
- Manually update report: Immediately after the report is created, it will have a date and time stamp and remain as is. The report will only call for any updated data from its applicable events if you manually request it, at which point a new date and time stamp will apply. This works well if you want a one-time report, for a one-time email campaign or a snapshot in time. It also works well when the report only features data from past events, which is not expected to change.
- Automatically update report: Select the frequency with which you want the report to update itself. Immediately after the report is created, it will have a date and time stamp. Then, it will update with a new date and time stamp (and new data, if applicable).
If you have any questions or concerns on the different types of reports, please contact us at director@raceroster.com
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