Report event attendance by member across events

Wild Apricot lets you export the registrants of an event, with registration details, from that event’s page (backing up your data via export). To see which members came to which events over a period, export each event and combine the files in a spreadsheet. Administrators have asked Wild Apricot to include event information in contact exports, and some describe this merge as their current method (forum idea).

Set the reporting rule first

Decide what the report measures:

• registrations;
• registrations that were not cancelled;
• people who attended, if your event process records attendance;
• the number of events that each member registered for;
• the number of different members who registered for at least one event.

A registration is not the same as attendance. If you do not record attendance, call the measure “registrations”.

Export each event

For each event in the reporting period:

1. In the admin sidebar menu, select Events. Then select Event list on the top menu.
2. Click the event.
3. Click Export registrants.
4. Select the file format: XLS, CSV or XML.
5. Select the fields to include, or select Export all.
6. Click Export.

Include a contact identifier and any field that you need for your rule, such as registration status or attendance. When the file is ready, Wild Apricot sends you an email with a link to it.

Export the members

Make one member export on the same day. Go to Members, then Summary, and export with User ID, Email, Membership level, Membership status and Archived (exporting members). For full steps, see how to export Wild Apricot members.

Combine the files

1. Open each event file. Add two columns: Event name and Event date. Fill them in for every row.
2. Make sure all event files have the same columns in the same order.
3. Copy the rows of all event files into one sheet.
4. Match each registration to the member export by User ID, if both files include it.
5. If an event file has no User ID, match by email. Review these matches by hand, because email addresses change and guests may not be in your contact list.
6. Mark each registration as member or non-member, and add the member’s level.

Then make a pivot table:

• rows: User ID;
• columns: Event name or the month of Event date;
• values: the count of registrations that match your rule.

The report tool reads only member exports. It does not read event, invoice or payment data. You can use it for the membership side of the same board packet, for example active members and new members by month. See monthly membership reporting checklist.

Protect the output

The combined sheet holds personal details and event choices. Give the board totals, not names, unless an authorized purpose needs individual records. Collect only the data that you need, and keep it only for the necessary time (GDPR guidance). Keep the working files in a restricted location, and delete temporary copies under your organization’s retention policy.