Reporting - How can I monitor and manage Event capacity?

*** Please note, this article refers to the All-new Reporting and Analytics. 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
• Monitor and manage capacity for all future Events
• Spot capacity trends over time for a specific Lesson
• Export, save, and share results

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.

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:
3. The next view shows a table listing all Instructor-led Lessons and a summary of the Events: Note 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:
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:
   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.

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:
3. Select the Lesson:
4. Select All Events
   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:

Export, save, and share the results

Now you have the results, what next? 

• Save and share a report view
• Organise report views into groups
• Export a table visual straight to Excel

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

Find out more about reporting and analytics with Microsoft Power BI

Join us live for Key techniques for using Power BI fixed reports in The Academy. We'll start with a tour of the Power BI reporting area, then, we’ll open up the Learning Progress report and using real-life examples, we’ll dive into the detail.

If you're using Reporting and Analytics already and have a question, come along to our 'Ask me Anything' events in the Academy to ask questions and share feedback directly with the team.

Join us for our update and roadmap live event to see the latest feature releases and roadmap for the next quarter and share feedback directly with the team. 

Don't have your Academy account yet? Contact your Customer Experience Manager or the Support Team to sign up today.