Create a Custom Event List/Report

Permissions needed: Edit Private Saved Views or Edit Shared Saved Views

The events list is a list of your events and associated information which can easily be filtered by various criteria to create quick reports. You are able to save these reports as custom views, which allow you to easily view or export this data with just a few clicks.

  • You may create as many views as you wish.
  • Views can be shared with other users on a role-by-role basis. If you are sharing views, we recommend locking them so they cannot be changed accidentally.

To see sample event lists, check out the Event List View Gallery.

To create a custom event list, you will:

You can then download the list/report.

Go to the Events List

  1. Click where_to_vote Events on the left.
  2. Click the Events tab.

Customize the Filtering Options

To customize the filtering options to specify which events are listed:

  1. Click the filter_list filter icon to open the edit filters slider.
  2. On the edit filters slider, you can:
    1. Select a date range.
      • You may set a date range, select all days, or set a relative date range. Next 30 Days and Past 7 Days are preset relative date ranges, or you can set a custom relative date range.
        Multi-day events will appear in the list if any day of the event falls within your selected date range.
      1. Select Relative Dates in the Date Range dropdown.
      2. Enter the start parameters:
        1. Choose an option from the dropdown.
        2. Enter the number of days relative to the prompt.
      3. Enter the end parameters:
        1. Choose an option from the dropdown.
        2. Enter the number of days relative to the prompt.
      4. The preview dates under the start and end parameters will update, allowing you to confirm your choices.
    2. Select a staff member. Only events where that user has a staff assignment will be displayed.
      For more information about staff assignments, please see Staff Assignments for Events.
    3. Begin typing an account name. As you type, a dropdown will appear with suggestions based on what you have typed. Select a suggestion from this list to only show events that involve the selected account.
    4. Select the event statuses you want to include.
    5. Select the contract statuses you want to include.
    6. Select All Event Types if you want to include all events, or select certain types to show only events of that type.
      For more information about event types, please see Adding, Editing, and Removing Event Types.
    7. Select All Business Classifications if you want to include all events, or select certain business classifications to show only events with those classifications assigned. You won't see this option if business classifications haven't been set up on your account.
      For more information about business classifications, please see Manage Business Classifications.
    8. Select All Genres if you want to include all events, or select certain genres to show only events with those assigned. You won't see this option if genres haven't been set up on your account.
      For more information about genres, please see Manage Genres.
    9. Select whether or not you want to show internal events and/or blackouts.
    10. Select whether you would like to show only events with or without a balance due. If you do not choose an option, all events will be shown.
    11. Select whether you would like to show events without any invoices, events with at least one invoice created and sent, or events with at least one invoice created and not sent. If you do not choose an option, all events will be shown.
    12. Select whether you would like to show finalized or not finalized events. If you do not choose an option, all events will be shown.
    13. Select the rooms you want to include.
    14. Click Set to apply your filters.

Customize the Column Options

To specify which columns appear and the order they are in:

  1. Click the view_column columns icon in the upper-right.
  2. On the edit columns slider, you can:
    • Click and drag the dots on the left to move a column somewhere else in the list.
    • Click the visibility eye icon to show or hide a column.
  3. Click Set to apply your column layout.
  4. The column the list is sorted by will display the arrow_upward sort icon. You can click other headers to sort the list by that column's data. Clicking the header again will toggle between the list sorting in ascending or descending order.
  5. You can drag the barriers between the list headers to resize each column.
  6. In the lower-right corner, click the current number of events shown per page to open a dropdown with more options for that setting.

Save the Settings to a Saved View

  1. Click the + plus icon in the upper-left.
  2. In the Create View slider, name your view. You have the option to:
    1. Create a private view, which only you can see. (If you have Edit Private Shared Views permission, this is the only type of view you can create.)
    2. Create a shared view. To share a view, uncheck Private and select the roles that should have access. Be sure to select your own role, or you won't be able to see the view! Please note: If you select All, a list of roles is not saved with the view. There are no restrictions, and all users will be able to see it regardless of their role.
      Each saved view is "owned" by its creator. If the owner's user account is deactivated, the saved view is no longer shown in the application and the ical feed is unpublished. This behavior is to ensure data security. To keep critical saved views, they must be copied to a new owner. See Copy a Saved View for instructions.
    3. Check Default view to make the shared view a default view for those roles.
    4. Lock the view. If you are sharing the view, we recommend locking it so others cannot change it accidentally.
  3. When you are done setting up the view, click Save.
  4. Your new view will now be the selected view.
  5. If you make any additional updates to your view, the Save and Clear icons will appear. Click the save save icon to save your changes, or the clear clear icon to remove them.

Download the List/Report

To download the view to Excel, click the cloud_download cloud icon in the upper-right corner and select Current List.