Power BI Reports for Session & Track Owners

Updated September 23, 2022 17:35

An Event Cloud users assigned as Session & Track Owners will have access to Reports in their respective portals. Click the links below to navigate to Session & Track Owner Reports related topics.

Accessing Reports
Track & Session Owners Power BI Reports Tutorial
Event Cloud Report User Interface (UI)
Event Session Details Report (Session & Track Owners)
Resources Report (Session & Track Owners)
Sessions Grid Report (Session Owners)
Speaker Track Report (Session & Track Owners)
Speaker Details Report (Session & Track Owners)
Filtering & Exporting a Report

To view reports, we recommend using Chrome, Firefox, Edge, or Safari with cross-site cookie tracking enabled.

Accessing Reports

1. Navigate to the Session/Track Owner Portal

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2. From the left menu, select Reports

3.Click Reports to launch the Reports page

List View

Select a reports menu to expand the options. Select the View Report button to access the report details.

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Grid View

Select the View Report button on the reports tile to access report details.

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Select the View Report button to access a specific report.

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Event Cloud Report User Interface (UI)

The following features are consistent across all reports. No matter which reports you are looking at, these concepts will remain the same.

Header Title: Displays the report title.
Table or Graph: Data displayed in a table of graph format.
Filters: Options to filter the data within the report. Filter-types will vary across different report types.

In the upper right area of reports, control buttons allow Admins to customize their view:

Focus Mode expands the report to fit the screen. If a report only has one table or graph, the Focus Mode option will not appear.

More options (3 dots) further defines the displayed data:

Export Data: Allows a user to select the data and file format type to export.
Show as a table: Will show data as a table if not already in a table format.
Spotlight: Will fade all other data outside of the spotlighted graph.
Get insights: This option will not populate any data.
Sort descending/ascending: Will sort the data to appear in descending or ascending order. In a report with a data table, the data is grouped with a hierarchy that goes from left-to-right. Columns can be sorted alphabetically according to the group they are in on the left side of the screen.
Sort by: Allows a user to sort the data by selectable columns.

Event Session Details Report (Session & Track Owners)

The Event Session Details Report displays a detailed breakdown of every session in your Event Cloud site compiled in one place, including key information found in the session details page for each session.

The information in this report includes the following data fields, as well as all applicable options that have been configured for each session.

Session ID	A unique identifier for each Session, accessible on the Session Details tab for each Session.
Code	The Code populates from the Session Details page. If no Code is added, the column will be blank.
Status	This column populates the Session Approved, Pending, or Declined status.
Title	The Session Title populates from the Session Details page. In some instances, the reports column will display Title, Session Title, or Session.
Description	This column populates the Description field, configured on the Session Details page for each Session.
Track	Tracks are used to organize sessions by topic or category. The Tracks field populates from the Session Details page.
Session Type	Session Types can be general names such as “Breakout” for sessions and “Breaks” for meals, or they can be more detailed names like “Panel Discussion” or “Roundtable.” The Session Type populates from the Session Details page.
Attendee Count	This column displays the total count of attendees that have accessed the Session. This count reflects Live and OnDemand attendance.
Can Be Evaluated	This column populates the Can be evaluated tick box selection, configured on the Session Details page for each Session. Can be evaluated (ON): True Can be evaluated (OFF): False
Is Featured	This column populates the Is Featured tick box selection, configured on the Session Details page for each Session. Is Featured (ON): True Not Featured (OFF): False
Join Online URL	This column populates the Join Online URL field configured on the Session Details page for each Session. If no information was added, the column will be blank.
Links	This column populates Links to content fields configured on the Manage Documents page for each Session. If no information was added, the column will be blank.
Mandatory	This column displays if a Session is marked as Mandatory on the Session Details tab. Mandatory (ON): True Mandatory (OFF): False
Published	When a Session is Published, it will appear in Schedule Builder. This column populates the Published tick box, configured on the All Sessions page. Published Sessions: True Unpublished Sessions: False
Room Capacity	This column displays the Room Capacity added to the Location (physical or virtual meeting) associated with a Session. The Location populates from the Session Details page. If no Location is added, the Room Capacity column will be blank.
Room Name	For virtual events, this column will display “No Room Assigned”.
Start Time	This column populates the Start Time on the Session Details page for each Session. If no Start Time was configured, this field will be blank.
End Time	This column populates the End Time on the Session Details page for each Session. If no End Time was configured, this field will be blank.
Time Slot	This column displays the Time Slot (date/time) associated with a Session. The Time Slot populates from the Session Details page. If no Time Slot is added, the column will be blank.
Speaker Information	Speaker (Name, Title, Company, Email, bio) information for each associated Speaker is available in this report.

Resources Report (Session & Track Owners)

The Resources Report shows which Sessions have resources (such as PPT or videos) attached to them, and the status of the resources (pending or accepted).

Session ID	A unique identifier for each Session, accessible on the Session Details tab for each Session.
Title	The Session Title populates from the Session Details page. In some instances, the reports column will display Title, Session Title, or Session.
Code	The Code populates from the Session Details page. If no Code is added, the column will be blank.
Session Status	This column populates the Session Approved, Pending, or Declined status.
Resource Title	This column displays the name of the uploaded resource.
Uploaded By	This column displays the user that uploaded the resource.
Email	The Email Address of the Event Cloud site user that uploaded the Resource. This field can be updated in Profile Settings.
Last Modified	The last time the resource was edited or re-uploaded.
Resource Comment	If the user provided a comment during upload, the comment would display in this column.
Resource Type	The type of resource uploaded, typically this column will display the default type Resource.
Resource Status	The status of the uploaded resource, can list Pending, Approved, Published, or Rejected.

Sessions Grid Report (Session Owners)

The Session Grid Report displays session schedule details related to Time Slots and Locations. The Time Slot View tab displays a snapshot of the scheduled Start/End times and assigned Locations.

In addition to the Time Slot and Location information, the Details Table tab includes Speaker and Session details.

Note, this report is available to Session Owners and will not be visible to Track Owners.

Slot Date	This column displays the Time Slot date associated with a Session. The Time Slot populates from the Session Details page. If no Time Slot is added, the column will be blank.
Start Time	This column populates the Start Date/Time for a configured Time Slot.
End Time	This column populates the End Date/Time for a configured Time Slot.
Time Slot	This column displays the Time Slot (date/time) associated with a Session. The Time Slot populates from the Session Details page. If no Time Slot is added, the column will be blank.
Room Name	For virtual events, this column will display “No Room Assigned”.
Code	The Code populates from the Session Details page. If no Code is added, the column will be blank.
Speaker Name	The Speakers associated to a Session will appear in this column.
Track	Tracks are used to organize sessions by topic or category. The Tracks field populates from the Session Details page.
Session Type	Session Types can be general names such as “Breakout” for sessions and “Breaks” for meals, or they can be more detailed names like “Panel Discussion” or “Roundtable.” The Session Type populates from the Session Details page.
Session	The Session Title populates from the Session Details page. In some instances, the reports column will display Title, Session Title, or Session.

Speaker Track Report (Session & Track Owners)

The Speaker Track Report displays data related to of the number of Speakers per Track and Speaker details.

Track	Tracks are used to organize sessions by topic or category. The Tracks field populates from the Session Details page.
Speaker Name	The First & Last Name of the Event Cloud user. This field can be updated in Profile Settings.
Email Address	The Email Address of the Event Cloud site user. This field can be updated in Profile Settings.
Custom Roles	Custom roles can be created to customize privileges for specific Event Cloud users. The Custom Event Cloud Roles assigned to each user will appear in this column. The Custom roles can be updated by Event Admin users in the Users section of the Event Cloud Site.
Roles	The Standard Event Cloud Roles assigned to each user will appear in this column. The Standard roles can be updated by Event Admin users in the Users section of the Event Cloud Site.
Code	The Code populates from the Session Details page. If no Code is added, the column will be blank.
Session Title	The Session Title populates from the Session Details page. In some instances, the reports column will display Title, Session Title, or Session.
Session Status	This column populates the Session Approved, Pending, or Declined status.

Speaker Details Report (Session & Track Owners)

The Speaker Details Report displays details related to Speaker profiles.

The information in this report includes the following columns. Scroll to the right to view custom fields associated with the Event Cloud site.

User ID	A unique identifier for each Event Cloud User.
Speaker	The Speakers associated to a Session will appear in this column.
Email	The Email Address of the Event Cloud site user. This field can be updated in Profile Settings.
Company	The Company associated to the Event Cloud site user. This field can be updated in Profile Settings.
Custom Roles	Custom roles can be created to customize privileges for specific Event Cloud users. The Custom Event Cloud Roles assigned to each user will appear in this column. The Custom roles can be updated by Event Admin users in the Users section of the Event Cloud Site.
Roles	The Standard Event Cloud Roles assigned to each user will appear in this column. The Standard roles can be updated by Event Admin users in the Users section of the Event Cloud Site.
Speaker Status	This column populates the Session Approved, Pending, or Declined status.
Session Count	This column populates the total count of Sessions assigned to a Speaker.

Filtering & Exporting a Report

Data can be filtered using the options from the right-hand drop-down menus. Filtered options can be cleared by hovering over the drop-down menu and clicking on the eraser icon that appears next to the menu title.

Click the three dots (upper right-hand corner), to launch the More Options menu and export report data. If the report has been filtered (with rows included or excluded), the data that is exported will also be filtered.

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Data with current layout – The standard .xlsx file with all data in plain-text.
Summarized data – An .xlsx file that includes the dataset inside a table. Can be used to easily create pivot tables from the table.