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Tip: Use the Separate 25Live Reports Tool

There is a separate 25Live Reports tool available to conveniently use when you only need reporting features. The application also offers administration of report schedules.

Security Note

As always, your security privileges control access to some 25Live reporting features, what you can see, and what you can do. For details, refer to the Series25 Group Administration help.

Also, running a report in 25Live may require some behind-the-scenes setup particular to the event type and whether or not your institution has integrated custom reports. For more details, refer to Integrating Custom Reports Into 25Live.

Finally, you should be sure you are logged into 25Live before running reports to ensure you receive reports delivered via email.

Reports Overview

25Live includes many standard reports (listed on the 25Live Standard Report Reference page) optimized to be easy to understand with a clear, concise report design. 
Reports can be generated ad hoc or scheduled. You can export and save reports in a number of formats (including Excel (.xls, .xlsx), PDF, Word (.doc, .docx), text files, rich text (.rtf), and HTML formats), print reports, or email them.

25Live’s Interactive Report Designer provides the ability to create fully interactive reports with features such as drill-down and drill-to, as well as web controls for filtering, sorting, and navigation. These custom reports or invoices can be fully integrated into 25Live (see Integrating Custom Reports Into 25Live). Just ask your Account Manager for help getting set up, then refer to the reference guides, 25Live Interactive Report Designer Quick Start Guide and Creating 25Live Custom Interactive Reports.

Multiple Report Options

To Run a Report For an Individual Event

1. Search For or Go to the Event

   Search button
Image: You can search for your event from the dashboard or the Search section.

To search for the event, use the Quick Search events field on your dashboard or the Search section's quick search field, and open the event.

2. Select a Print Option and Report Name


Link in More Actions menu
Image: The More Actions display in the Event Details view has an option to print a report for the event.
In the event details view, open the More Actions display, and choose the "Print Report" option. You can then choose the report name. 

You may be able to choose from a variety of event confirmation reports, cost estimates, 25Live event invoice reports, and other reports appropriate to the event type. Reports may not be available for some event types.

3. Save or Print the Report

25Live Pro prepares the report for you to download and save and/or print. You can save or print the report, as needed, from the new screen.

To Run a Report for Multiple Objects

Tip: Use the Separate 25Live Reports Tool

There is a separate 25Live Reports tool available to conveniently use when you only need reporting features. The application also offers administration of report schedules.

Reports can be run on sets of multiple events, locations, organizations, resources, and contacts from the Reports section of 25Live.


1. Go to the Reports Section

Use the More menu in the top navigation bar to go to the Reports section.

2. Select a Report to Run

Choose from:
    •  Starred Reports 
    •  Event Reports
    •  Location Reports
    •  Resource Reports
    •  Other Reports

Reports link in the More menu
Image: Use the Reports link in the More menu from the top navigation bar.


3. Select a Report

Select from the dropdown of available reports, then review the description to learn about the report, its parameters, and output. Use the View Sample Report link to see an example image.

Report dropdown menu
Image: Select a report from the dropdown menu.

4. Complete Report Parameters

When you've chosen a report from the dropdown list, provide a value for each parameter displayed, if the report uses parameters.
Most reports require one or more searches as part of their input parameters. These must be created ahead of time, starred in the appropriate area (Events, Locations, etc.), and saved. The searches that you have favorited will appear in the dropdown menu when you go to select a search in Reports. 


Tip: Common Searches

Searching for All Locations

There is no single search option that will return a list of all locations on campus. However, there are several methods you can use to create a search that gives you that complete list. Pick whichever of the following is most appropriate to your institution:

  • Add Criteria > Partitions If all your spaces on campus are assigned to a partition, selecting all the boxes from this list will return every single space. Make sure the drop-down box this criterion is set to "include any"
  • Add Criteria > Categories Choose a combination of categories that could be applied to your spaces. Make sure the drop-down for this criterion is set to "include any"
  • Add Criteria > General > Minimum Capacity Set the minimum capacity to 1, and you'll get all the rooms that exist

Searching for All Events

Frequently you want to create a search for a report that returns all the events happening on campus. The easiest way to do this is to use criteria that give you the contents of an entire cabinet. Use these options from the menu on the Add Criteria button:

  • Add Criteria > Cabinets Select the cabinets you want to use–usually the Special Events and/or Academic cabinets corresponding to the current year.
  • Add Criteria > Assigned Locations (Optional) Limit the search to events that have already been assigned a location–either specific locations that you indicate, or an existing location search.

In any search dropdowns in the report's parameters panel, if you do not see a search you wish to use, click the Refresh icon  or define and save a new search for use with this report. 

Frequently you may have a report that asks you to enter a date range. This date range limits the results of the report in addition to any date constraints included as criteria in the search. This means that if you have a report you run weekly you don't need to create a new event search with different date range criteria every week–just create an "all events" search and let the report parameters limit it further. 

5. Choose a Report Delivery Option

You may choose to view the report now in a separate tab or email the report to yourself or someone else, including external contacts. You may also include additional text when emailing to someone else.

6. Choose Report Format Options

Report options often include PDF, Microsoft Excel, Rich Text Format (Microsoft Word), HTML, and plain text. Format options are not available for all reports. If Report Format Options are not available for this report, the report will be delivered as a PDF document, unless Excel is specified in the report name.

7. Use the Run Report Button

25Live prepares the report for you to download and save and/or print. You can save or print the report, as needed, from the new screen.




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