Event overview

The event overview shows how far along an event is and what its travel has cost. Planners use it to see where registration and booking are stuck. The figures come from your attendee list and from the bookings matched to it.

Open the overview#

1. 1
   Open your event.
2. 2
   Choose Event overview in the event menu, or press the Event overview card on the event's home page.

app.thehapr.com/hub/…

1. 1The key numbers, such as attendees, confirmed, awaiting, flights and rooms.
2. 2Needs attention lists what to follow up. Press it to open the matching attendees.
3. 3The Event overview card.
4. 4The Attendee manager card.
5. 5Go to hub takes you back to all your workspaces.

The page has two views, Event status and Event cost summary. Event status opens first. While the figures load you see empty tiles and the line Working out bookings and spend….

Read the cost cards#

The four cards at the top cover air travel only.

• Total air spend is the cost of every ticket on the event, with the number of tickets beneath it.
• Attributed to attendees is the part of that spend matched to someone on your attendee list. It shows the share as a percentage and the number of tickets.
• Unmapped ticket amount is the rest. It is spend on tickets whose traveller email or ID does not match any attendee in this event. A typo in an attendee's email is the usual cause.
• Average per traveller is the attributed spend divided by the travellers who have spend on this event. The line beneath it gives that number of travellers.

Amounts are shown in the event's currency.

Read booking progress#

Booking progress shows four numbers.

• Slots allocated is the number of places declared per team, including its point of contact.
• Registered is the number of attendees who have submitted the form.
• Travel booked is the number of attendees with a booking matched to them.
• Booked not in the list is the number of bookings that match no attendee. Each one is counted once by booking reference. Press it to see them, as described below.

The first three show one group of people moving forward. The fourth shows the bookings that fell outside it.

app.thehapr.com/hub/…/event-overview

1. 1Mark as a test event, for an event you are only trying out.
2. 2The Event status tab.
3. 3The Event cost summary tab.
4. 4Booking progress, by team and role.
5. 5A role filter. The number is how many attendees have that role.

Under the numbers is a row of role filters. Each shows how many attendees have that role.

1. 1
   Press a role, such as Delegate or Speaker, to see the table for that role.
2. 2
   If the row is wider than the screen, press the arrows at either end to scroll it.

A role gets its own filter once four or more attendees have it. Roles with fewer people are gathered under All others, which adds a Role column so nobody disappears. A filter with no one in it cannot be pressed.

Each row of the table is a team or department. It shows these columns.

• Slots is the number of people in the row.
• Registered and Booked are counts, each with a progress bar and a percentage beside it. The percentage is measured against Slots.
• Spend is the air spend for that row.

The bars are green above 75 per cent, amber from 50 to 75 and red below 50. A darker green means more people have registered or booked than there are slots. The allocation is short, not the registrations.

See the bookings that are not in the list#

1. 1
   Press Booked not in the list.
2. 2
   Read the bookings in the panel. They are on this event's project code and the traveller is not in the Attendee manager. Each shows the traveller's name and email, the route, the date, the booking reference and the amount.
3. 3
   Look at the two groups. Travelling to the event holds trips to the event's airport. Other trips on this project code holds the rest.
4. 4
   Press Download to save the list as a CSV file.
5. 5
   Add the missing people in the Attendee manager, or correct their emails, then reload the overview.

Look at the full event cost#

1. 1
   Press Event cost summary.
2. 2
   Read the six cards. They show Total Spend, Air Spend, Hotel Spend, Transport Spend, Ancillary Spend and CO₂ Emission, each with a count and an average beneath it.
3. 3
   Press a tab to see the bookings behind the spend, one row per booking. The tabs are Flight Details, Hotel Details, Transportation Details and Ancillary Details.
4. 4
   Read the count beside the download button. It shows how many rows are on screen out of the full total. Each tab shows up to 200 rows, so narrow the list or download it to see the rest.

Narrow the cost summary#

All the filters apply to the cards, every tab and the download together.

1. 1
   Type in Search traveller, PNR, hotel… to find a traveller, booking reference or hotel.
2. 2
   Press the filter button to open Filters. Choose from Cost Center / Project Code, Game Title, Team Name, Route contains airport, Origin airport, Destination airport and Agency.
3. 3
   Press Clear all to remove the filters, or Done to close the panel. The filter button shows how many are active.
4. 4
   In Hotels, choose Actual, else estimated, Actual only or Estimated only. The first uses the booked hotel figure where one has arrived and the rooming list estimate otherwise. While estimates are included, the page says Hotel figures include estimates from the rooming list.

Ancillaries carry no traveller or airport, and hotels carry no airport. While a team, game or airport filter is on, those tabs are left out rather than shown unfiltered.

Download the cost bookings#

1. 1
   Choose the tab you want.
2. 2
   Press the download button.

You get a CSV file of that tab with the filters you have set, up to 5,000 rows. See Downloads and PDFs.

Mark a test event#

This option appears only on an event that does not yet count toward your plan's events.

1. 1
   Press Mark as a test event when you are only trying things out.
2. 2
   Press Make it a normal event to reverse it.

A test event does not count toward your plan's events while it stays unpublished with a small number of attendees. Publishing its website or registration form counts it as a normal event.

Good to know#

• Total air spend covers flights only. The Event cost summary adds hotels, transport and other costs, so its total is higher.
• Registered and Travel booked count only attendees on your list. A booking made on the event's project code by someone who is not on the list shows under Booked not in the list. The Shuttle report shows every booking on the project code, so its count is higher. Read the gap as a check on who is travelling without being on your list.
• Bookings are matched to attendees by email, attendee ID and the event's project code. Keep those correct in the Attendee manager.
• Only travel inside the event window counts, which is 30 days either side of the event dates. See How the numbers work.
• Travel booked and the travellers behind Average per traveller are different groups. The first counts anyone with a matched booking. The second counts only those with spend inside the event window.
• A traveller who books on their own department's cost centre is counted once that cost centre is added to the workspace's project codes.
• An event that is read-only after a move to the Free plan shows This event is read-only on Free, with a Keep this event live button.
• If your access is limited to some teams or roles, the cost figures and downloads follow those limits.

If something looks wrong#

• The overview could not be built just now. Reload the page to try again. Reload the page. The rest of the workspace is not affected.
• The cost summary could not be built just now. Reload the page to try again. Reload the page.
• No slots have been declared for this event yet, so progress runs from the registrations. Nobody has declared slots, so the percentages use the people on the event.
• No bookings for this event in its travel window. There are no bookings in the window, or your filters leave none.
• Export is restricted for your access level. Your access does not allow downloads. Ask the event owner.
• Every booking on this event matches someone in the attendee manager. Nothing needs chasing.
• These bookings are outside what was shared with you. The unlisted bookings belong to no team or role your access covers. Ask the event owner for the list.
• The list could not be loaded just now. Press Try again in the panel.
• If a search on the cost summary says it is not available on your current plan, the message comes with a way to reach billing. See The pricing page.