Comparing lists, properties or form submissions in a report

[Linah4]

Hello,

I'm trying to create a report to compare contacts who have attended an event vs those who registered for the same event. Because I want to track this live (the event is not until March 2), I can’t use HubSpot's marketing event tool, but instead have built some processes to track everything including:

• Registration list and Attended list
• Registration form and event check-in form
• Two contact property fields (registered and attended) with multiple check-boxes where all company events are listed and workflows to check what events the contact has listed based on form submissions.

I have exhausted my attempts to try and build some kind of live tracking comparing attendees and events, but am having no luck. All I really want is a report, specifically a graph, that shows number of contacts who registered vs number of contacts who actually attended. But all I'm getting is a sum of both, or something else with less or scattered numbers. is this type of report possible with the data I have?

Thank you!

[karstenkoehler · Accepted solution]

Hi @Linah4,

If you have two multiple checkbox properties, then no, you won't be able to create one graph visualizing the attendance rate. Here's what you could do:

• Use a workflow to populate an additional radio select property with options registered/attended, them create a pie chart based in that
• Create two separate KPI reports that simply show the total number of people registered / attended, place them side by side in a dashboard

Best regards!

[hapilyJonathan]

Hi Linah, 

I'm with hapily, a HubSpot App Partner, and we have built a HubSpot native event management app, event•hapily, that eneables you to better manage and track events within HubSpot! Similar to @karstenkoehler recommendation, event•hapily utilizes custom objects to track and record event data in a way that allows you to track stats such as how many contacts registered for an event, how many attended, how many events a contact has attend, event leads, and even event ROI (read more). All the stats update live so as soon as a contact regisers for an event or is marked as attended the stats will update immediately.

Example hapily event record setup with event•hapily

Two of the core custom objects that event•hapily creates + manages are Events and Registrants. Whenever a contact registers for an event through one of event•hapily's methods (HubSpot form submission, workflow, property update, etc.) event•hapily will create a Registrant record in HubSpot then associate that record with the contact and the event. Association labels such as "Registered for Event", "Attended Event", "Did not Attend Event" will also be applied to the Contact <> Registrant <> Event associations so you can build out automations and reports based on thses relationships.

In addition to the custom object management, event•hapily comes with a bunch of automations to help you manage your registration processes, event communications/marketing, check-in, and much more. 

Hope this helps!

Best,

-Jonathan

[karstenkoehler · Accepted solution]

Hi @Linah4,

If you have two multiple checkbox properties, then no, you won't be able to create one graph visualizing the attendance rate. Here's what you could do:

• Use a workflow to populate an additional radio select property with options registered/attended, them create a pie chart based in that
• Create two separate KPI reports that simply show the total number of people registered / attended, place them side by side in a dashboard

Best regards!

[Linah4]

Thanks Karsten! To be clear, would that radio button only apply to the one event? What I've also tried to do is a create a property (or maybe it should be something else?) as data in each contact record to show what events they attended and registered for, as we hold several events each year.

[karstenkoehler]

@Linah4 that approach is generally a good idea if you want to stay away from HubSpot marketing events or a custom object based solution – it's just not great for that report you're trying to build, unfortunately. Yes, that property would just be for this one event.

[Linah4]

Thanks Karsten. When you say a custom object based solution, what do you mean? How would this work?

[karstenkoehler · Accepted solution]

@Linah4 I like creating custom objects for event interactions (each record corresponding to an entity that tracks whether someone is registered/attended/no-show for a particular event). That requires an Enterprise subscription to set up: https://knowledge.hubspot.com/object-settings/create-custom-objects

Due to everything being a separate record, report building becomes very flexible.