Why create event reports?
| Purpose | How it helps |
|---|---|
| Institutional memory | Six months from now, you can look back and see what happened — who attended, what was decided, what photos were taken |
| Board/funder reporting | Prove your impact with concrete numbers and documentation |
| Future planning | Review past reports when planning similar events — what worked, what didn’t, how many attended |
| Member engagement | Members who missed the event can see what happened — photos, summary, outcomes |
| Annual reporting | Individual event reports feed automatically into the Annual Report |
Enable event reports
Settings → Events → Module Settings → enable Event Reports Once enabled, every completed event gets a Report tab.Creating a report
After the event ends, go to the event → Report tab.Verify attendance
Review and confirm the attendance numbers. The system pre-fills from check-in data, but you can adjust if needed (e.g., you counted walk-ins who weren’t scanned).
Write a summary
Describe what happened — key moments, topics covered, decisions made. Rich text with formatting, links, and inline images.
Upload photos
Add event photos to create a gallery. Drag and drop multiple images at once. These become the event’s photo archive.
Record outcomes (optional)
Document decisions made, action items, follow-up tasks, or results achieved.
Log volunteer hours (optional)
If your org tracks volunteer time, record total volunteer hours contributed at this event.
What the report includes
| Section | Content |
|---|---|
| Event details | Title, date, location, type, organizer — pulled automatically from the event |
| Attendance stats | Registrations, actual attendance, attendance rate, no-shows, walk-ins |
| Summary | Your written description of what happened |
| Outcomes | Decisions, results, follow-up actions |
| Photos | Event gallery |
| Volunteer hours | Total volunteer hours contributed |
| SDG alignment | If SDG tagging is enabled — impact tracking |
Attendance verification
The report shows attendance metrics calculated from your check-in data:| Metric | How it’s calculated |
|---|---|
| Registrations | Total people who signed up |
| Checked in | Marked as attended (via QR or manual) |
| No shows | Registered but not checked in |
| Walk-ins | Attended without pre-registration |
| Attendance rate | Checked in ÷ Registered |
Photo gallery
Adding photos
- Click “Add Photos” in the report
- Select multiple images at once (drag and drop supported)
- Images are compressed automatically for web viewing
- Add captions to individual photos if helpful
Photo guidelines
- Include variety: setup, activities, group shots, candids, speakers
- Choose your best 10-20 photos, not every photo taken
- Feature diverse participants
Draft vs. published
| State | Who can see it |
|---|---|
| Draft | Only event organizers and admins — work on it until it’s ready |
| Published | Visible to members (for private events) or publicly (for public events) |
Common scenarios
The host forgot to create a report — can an admin do it?
The host forgot to create a report — can an admin do it?
Yes. Any admin with event management permissions can create or edit event reports. Gently remind hosts about reporting — enabling attendance reminders in module settings helps.
How do I include photos if the event was online?
How do I include photos if the event was online?
Screenshot key moments from the webinar or virtual event — the speaker presenting, the Q&A chat, attendance numbers. Many video conferencing tools let you capture screenshots during the session.
Is the report public?
Is the report public?
It follows the event’s visibility setting. Public event → public report. Members-only event → members-only report. Admins can override this.
Can I edit a report after publishing?
Can I edit a report after publishing?
Yes. Go back to the Report tab and make changes. Updates are reflected immediately.
Related
- Attendance — Check-in data that feeds into reports
- Annual Report — Yearly aggregation of all event reports
- Events Overview — Module setup and configuration