Available in beta.
A report is a saved definition, not a one-off export. You build your report once, and from then on you can run it whenever you need it, download the file again later, or have it delivered to an inbox on a schedule.
Find this feature under Workspace reporting in the left navigation.
Build a report
In your left navigation, open Workspace reporting.
Click Create Report.
Choose the data source your report is built on. This decides what a single row represents, and which columns and filters you can use.
Give your report a clear, descriptive name.
Choose the event or events to include, or set the report to ask each time it runs.
Apply your filters, then choose the columns you want included.
Click Save, Run & Save, or Schedule.
The sections below explain each of those choices in more detail.
Choose what the report covers
Every report is built on a single data source, which decides what one row of your report represents. Your choice here also determines which columns and filters are available.
Guests & Responses: one row per guest or response, covering everyone invited as well as everyone registered. Offers the same columns and filters as your guest list, from contact details through to any form question or custom field.
Contacts: one row per contact, with fields like name, email, organization, tags, phone number, job title, and any custom fields.
Ticketing & Invoices: one row per purchase, including purchaser, status, tickets, discounts, tax, and revenue totals. Paid orders only.
Email Campaigns: one row per campaign, with status and the dates it was created, scheduled, and sent.
A report's data source is set when you create it and can't be changed later. If you need to report on something different, build a new report.
Choose which events to include
Reports built on Guests & Responses, Ticketing & Invoices, or Email Campaigns cover the events you choose. You have two options:
Select events: pick specific events when you build the report. That set stays fixed until you edit it.
Ask at run: don't tie the report to any events. Each time you run it, you choose the events then. Useful when you run the same report against different events over time.
Contacts reports have no event scope, because contacts already live at the workspace level rather than inside a single event.
Choose columns, filters, and layout
Pick the columns you want and apply any filters, the same way you would on your guest list or contacts list. The columns and filters on offer follow the events you selected.
When a report covers more than one event, you'll also choose a layout:
One combined table: every event's rows together in a single sheet.
One sheet per event: each event kept separate within the same file.
With a single event there's nothing to decide, so this option doesn't appear.
Save, run, or schedule
Give your report a name, then choose what to do with it:
Save: confirms your event scope and returns you to your list of reports.
Run & Save: saves the report and runs it in the background. You'll get an email and notification once the file is ready, so you don't have to wait on the page.
Schedule: sets up recurring delivery. You'll need at least one event selected before you can schedule.
Set up recurring delivery
Rather than remembering to run a report by hand, you can have it emailed on a schedule.
Open the report and choose Schedule.
Pick Daily, Weekly, or Monthly. Weekly lets you choose a day of the week, monthly a date, and all three let you set a time of day. Your time zone is shown alongside the schedule.
Add the email addresses that should receive it. Your own address is included, and you can add others.
Recipients don't need an RSVPify account. You can send a report straight to a client, an executive, or a colleague in another department, and they'll receive it like any other email.
Reports are delivered as CSV files. Finished reports also appear in your notifications inside RSVPify, so you can download a copy there as well. You can use Run Immediately for an off-cycle copy, which doesn't affect when the next scheduled delivery goes out.
A schedule belongs to the report rather than to the person who created it, so it keeps running regardless of who set it up. Once every event in a report's scope has passed its end date, the schedule switches off automatically.
⚠️ Deleting a report also deletes its schedules. Anyone receiving that report by email will stop receiving it, not just you. If you only want to stop the recurring delivery, delete the schedule instead. The report itself stays.
Manage your saved reports
Your saved reports list is the home for everything you've built. From any report there you can Edit, Run, Schedule, Duplicate, or Delete it. Duplicating is the quickest way to create a variation of a report you already trust, such as the same columns filtered for a different group.
The Schedule tab shows every report currently set to deliver on a recurring basis. From there you can run one on demand or delete its schedule.
Edit a saved report
Open any saved report to change its name, its event scope, or its schedule.
When you save your changes you'll be asked whether to update the existing report or save it as a new one. Saving as new leaves the original report and its schedule exactly as they were.
Editing a scheduled report doesn't disturb its schedule. Recurring delivery carries on as before.
Review your run history
Every run of a report is recorded, whether you triggered it yourself or it ran on a schedule. Each entry shows what the report covered, what triggered the run, whether it succeeded, and when it happened.
From your history you can download a previous run again or run the report again. History is a permanent record: individual runs can't be removed, and deleting a report doesn't clear the runs it already produced.
A report can't be deleted while one of its runs is still in progress. Wait for the run to finish and try again.
Good to know
Reports are tables, delivered as CSV. There are no charts or graphs, and PDF and Excel formats aren't available yet.
Reports stay within one workspace. If your organization runs several workspaces, you can't report across them.
Schedules are recurring only. Daily, weekly, and monthly cycles are available. One-off delivery timed to an event, such as three days before it starts, isn't available yet.
New form questions aren't added automatically. If you add a block to your form after building a report, add the column to the report yourself when you want it included. This keeps the shape of a scheduled report from changing without warning.
Your saved reports list can be sorted, but not filtered or grouped. Run history can't be filtered by recipient either.
Workspace viewers can run reports but not create them. Anyone with viewer access can run and download existing reports.
Need more help? Get support from our Community Forum.
Find answers and get help from the RSVPify Support team and our community.