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Event Guests Report

View or Download Your Event Guests

If you use a GiveDirect event form and collect guest/participant data, you can use the Event Guests report to view or download guest information.

To access the Event Guests report, go to the One Click Reports from either the main menu of the control panel, or from the Transaction Reports page. Select Event Guest/Participants Report from the drop-down list and click "Go."

event report

Select your event from the Campaign drop-down menu on the report page.

If your event runs annually, you will need to include Start and End dates to pull only the current year's guest list. To see a list of guests over all dates, leave the date fields blank and click Search Now.

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To download the report, use one of the export links at the bottom of the page (xls, csv or txt formats).

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You may print the report using the printer icon at the top of the page.

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Understanding The Report Fields

The first two columns in the report are the Date and Transaction ID number. (add an image here)

The next fields are the guest information fields that you select when you are setting up the event form. You can display any combination of the available guest information fields from the list below. The possible guest fields are:

  • Name
  • First Name
  • Last Name
  • Email Address
  • Custom Field 1
  • Custom Field 2
The two custom fields can contain additional information you want to collect from each guest like phone number, meal choice, etc.

Add an image with a bracket around the guest info fields

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The Registrant Name is the name of the individual completing the form.

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The last fields in the report are the registration selections you create for your event like Tickets, Tables, or Sponsorships.

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Sorting and Pagination

To sort your report, use the up/down arrows next to each column heading.

Use the shift key to select multiple fields to sort at one time. After making your selection, click your keyboard Enter key.

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There are several ways to page through the report. The record set indicator will tell you how may records (guests) you have recorded, how many records are displayed on the page, how many pages are in the set, and which page you are currently viewing.

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By default, 20 records are displayed per page. To change this number, click the down arrow in that field and select the new number.

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To move from page to page, use the forward and back buttons or jump to a different page using the down arrow in the page selector.

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Changing Guest Information

Note: You must have a user role of Administrator to change a guest field.

To edit guest information fields, add a guest to a record, or delete a guest, go to the transaction detail page in Transaction Reports. Once you have made a change, click the Save Changes button.

To delete a guest, click on the trash can icon. Make sure to use caution when deleting since this cannot be undone. To add a guest, click the green "Add a Guest" button.

View this short video to see how to edit your guest information in the transaction detail page.