> ## Documentation Index
> Fetch the complete documentation index at: https://orgo.space/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Event Reports

> Document completed events with photos, attendance stats, and outcomes

Event Reports are post-event summaries that capture what happened: how many people came, what was achieved, photos, and outcomes. They serve as organizational memory and feed into [Annual Reports](/platform/events/annual-report) for year-end statistics.

<img src="https://mintcdn.com/orgo-dc7abe63/sPAuWdxW1VnQjqo4/images/platform/events/event-report.png?fit=max&auto=format&n=sPAuWdxW1VnQjqo4&q=85&s=3c075355b9d7ccbb71db595d9561c299" alt="Event report form with Goals, Activities, Target, Advertising, and Budget sections" style={{ width: "100%", borderRadius: "8px", border: "1px solid var(--border-color)", marginBottom: "1rem" }} width="3840" height="2160" data-path="images/platform/events/event-report.png" />

***

## 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](/platform/events/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.

<Steps>
  <Step title="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).
  </Step>

  <Step title="Write a summary">
    Describe what happened — key moments, topics covered, decisions made. Rich text with formatting, links, and inline images.
  </Step>

  <Step title="Upload photos">
    Add event photos to create a gallery. Drag and drop multiple images at once. These become the event's photo archive.
  </Step>

  <Step title="Record outcomes (optional)">
    Document decisions made, action items, follow-up tasks, or results achieved.
  </Step>

  <Step title="Log volunteer hours (optional)">
    If your org tracks volunteer time, record total volunteer hours contributed at this event.
  </Step>

  <Step title="Save or publish">
    Save as draft for later editing, or publish to make the report visible.
  </Step>
</Steps>

<Tip>
  Create reports within a week of the event while details are fresh. The longer you wait, the harder it is to write a useful summary.
</Tip>

***

## 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               |

If you didn't check people in during the event, go to the participant list first, mark who attended, then create the report — the numbers will update.

***

## 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

<Warning>
  Get photo consent from participants, especially for events with minors. Consider adding a photo release clause to your event registration form.
</Warning>

***

## 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

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Can I edit a report after publishing?">
    Yes. Go back to the Report tab and make changes. Updates are reflected immediately.
  </Accordion>
</AccordionGroup>

***

## Related

* [Attendance](/platform/events/attendance) — Check-in data that feeds into reports
* [Annual Report](/platform/events/annual-report) — Yearly aggregation of all event reports
* [Events Overview](/platform/events) — Module setup and configuration