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Reporting - How can I monitor and manage Event capacity?

Matt Troy
Updated
ℹ️ Info: This article refers to Reporting and Analytics with Power BI. View the FAQ for more details.

In this article, we’ll show how to use the Event Management and Analysis Report to ensure your event calendar runs smoothly, and makes the best use of your available resources.

We’ll show how to identify when future events are under/over-subscribed, and how to get an overview of 'all-time' Event capacity for a specific Lesson. This oversight helps the Learn admin team make informed decisions about cancelling, promoting, or creating new Events to meet demand.

We'll cover:

Event capacity settings

The min/max settings for Events should be used to really understand event capacity. Without a maximum, it’s harder to identify what is enough, just right, etc. EVENT_BookingManagement_Capacity.png

Note that it is possible to set min/max properties by default for all new Events created. It is also possible to set min/max properties by default for all future Events created for a specific Lesson. 

Monitor and manage capacity for all future Events

  1. Open the Event management and analysis report
  2. Select View on the 'Events today and in the future' panel:REPORTING_Events_ViewFuture.png
  3. The next view shows a table listing all Instructor-led Lessons and a summary of the Events: REPORTING_FutureEventSummary.pngNote the column Overall Event efficiency value. A value of 100% in this field means that all available places across all available Events for that Lesson are booked up. From this, you may decide that more events are required for a particular Lesson.
    In the above example, there are 3 Events for the 'Creating a positive customer experience' Lesson and a 50% efficiency rate. To find out more about the capacity across all available Events for a Lesson, right-select the Lesson row
  4. Select Drill through:REPORTING_DrillThrough.png
  5. Select Event-by-event drill-through. Now the view summarises bookings across the 3 Events for the selected Lesson. From this, you may decide to cancel an Event or move Users on a waiting list for an Event to an Event with available capacity. For that, you'll need User level detail
  6. Right-select an Event row
  7. Select Drill-through
  8. Select User-by-User event drill through:REPORTING_DrillThrough_UserByUser.png
    The resulting table lists the individual Users for the Event. At this point an LMS admin can make a decision on next steps, for example cancelling the Event, promoting the Event etc.REPORTING_DrillThrough_UserByUser_Table.png

Spot capacity trends over time for a specific Lesson

The steps here are similar to above, however the overview of Events will include all past and future Events. This will give the LMS administrator an overview of all activity for a Lesson and helps to spot capacity trends over time.

  1. Open the Event management and analysis report
  2. Select the Lesson Title filter (or the Lesson code filter). Use the search if the filter is not immediately visible:REPORTING_LessonTitleFilter.png
  3. Select the Lesson:REPORTING_LessonTitleFilterSelected.png
  4. Select All EventsREPORTING_Events_Select_AllEvents.png
    The resulting table summarises all past and future Events for a specific Lesson. From this it may be possible to spot trends in attendance and capacity that can help better plan the upcoming Event schedule:REPORTING_AllEvents_SpecificLesson.png

Export, save, and share the results

Now you have the results, what next? 

To print the screen straight to PDF, select CNTRL+P. Alternatively, use a snipping tool to grab a specific area. 

Discover more about the Fixed reports

Want to get the most out of Fixed Reports? Our step-by-step guides cover the top queries on compliance and Event management, helping you use Fixed Reports effectively while learning key techniques along the way.

When you're ready to explore further, view Key techniques for using the Fixed reports in which Gary walks through real-world use cases.

Need quick answers? Check out FAQ, Reporting and Analytics with Power BI, packed with over 100 common questions and links to in-depth resources. You can also join our regular Ask Me Anything: Reporting live events - come along and ask your question directly to our panel of experts. 

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