Resource Information and Control Corporation


Event Reporting

Getting There: Accessing this application is done by double clicking on the Event Reporting icon in the ConCentRICs main menu.



Purpose: Event Reporting is used to display event and or calendar data in various formats. This is one of the reporting applications for Scheduling Administration. There are many reports available throughout the ConCentRICs system that produce reports with a particular theme. Such as, Event Settlement, with a theme that centers around the billing of clients, or Checklists Follow ups, with a theme focused on staff reminders. The Event Reporting application produces miscellaneous event reports that do not have a particular theme and do not fit in any other application in ConCentRICs. This application contains report and wizard options which allows users to design and create their own reports of event information.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Graphics Calendar Available Locations Sales Report Booked Locations Food and Beverage Event Reports Calendar Reports Optimum Space Use

Event Schedule Client Schedule Report Wizard Calendar Wizard Event Labels Detail Bookings Adjusted Rates Settlement Reports

Document Changes Print Profiles

Event Reporting Modules Overview



Graphics Calendar is used to produce a static chart or spreadsheet of booked locations. Once created, the entire calendar report is produced in the computer’s memory. Since it is not interactive or updated, as it is in The Book, you can scroll and work with it much quicker.
Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

Double clicking on the Graphics Calendar icon will bring up the Graphics Calendar dialog box.

This dialog box controls the way the Graphics Calendar Report will appear and how the information will be shown. You must enter a First and Last date to run the report on. All dates will be shown whether there is something booked or not in the date range specified.

The following is a break down of the dialog box:

  • The Field to show on report: combo box contains a list of different event information that can be displayed to represent the event.
  • The Optional Legend Field 1 & 2: fields can be used to select two additional event fields to show on the event list in the legend section of the report.
  • The Location Group: combo box contains a list of all the defined groups of locations for the current organization.
  • The Times to use on report section will be dim and inactive unless the Field to show on report includes the Location Times.
  • The Event Times option will show the first time the client opens the event in that location, and the time they close the door to the event.
  • The In/Out Times option will show the first and last time the client has access to the location.
  • The Schedule Times option will show the first and last time that the location is scheduled.
  • The Item Selection button will allow you to set the selection for this report. If you used a predefined selection the last time you ran the report, then it will use that as a default unless you change it.
  • The Show Double Bookings (on extra lines) check box, if checked, will show all the events booked on the date. If unchecked, then each date will be on one line and the first event on that date.
  • The Show event series with the "I" symbol check box, if checked, will show a vertical line symbol to identify an event over a series of days. If unchecked, then it will show the requested event information for each date/location that was booked.
  • The Show column data half the normal size check box, is checked when you use a proportional font in the columns of a report, to reduce the amount of space taken up for each column. If unchecked, then the column information will be shown in the maximum length for the field that was entered.
  • The Show Event Attendance check box, if checked, will show the Attendance Per Session figure in the legend.
  • The Show Hotel Rooms Required check box, if checked, will show the Number of Hotel Rooms required for the event in the legend.
  • The Page Break per Month check box, only applies if the report period goes for more than one month. If checked, the graphics calendar will end with the last day of the month and show the next month on a new page.
  • The Show Dates across the top check box, if checked, will change the orientation of the report by showing the dates at the top of the calendar with the locations down the left side. If unchecked, then the locations will appear across the top with the dates down the left side.
  • All locations that are available for the report will be shown in either the Choose or Selected list boxes.
  • The Move Up and Move Down buttons can be used to rearrange the locations positions on the list in the Selected list box.

    • Click on the button and the Graphics Calendar report will appear on the screen.

    [This scrollable report is only a partial and is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.





















    Available Locations is used to show rooms that are not booked. A date and location can be entered and the system will tell you if that location is booked. A range of dates and a location can be entered and the system will show all the dates that are open for that location. You can enter a number of days you need together and the system will show you blocks of dates that are available for the number of days needed.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Available Locations icon will bring up the Available Locations dialog box.


    This dialog box controls the way the Available Locations Report will appear and how the results will be presented. You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Location Group: combo box will show all of the Location Groups that are defined from Scheduling Administration. These are used to quickly select locations.
  • The large box in the middle of the dialog box is referred to as the Location List and will show all of the possible locations.
  • The # of Days together: field indicates the number of days that the selected locations are neded at one time. This field must have a minimum of one day indicated.
  • The All locations at same time check box is only available if you have selected more than one location in the Location List.
  • The Clear All Locations button will deselect all the selected fields at the same time. This is normally used when you want to start over with new locations.

    • Click on the button and the Available Locations report will appear on the screen.

    The format of this report will vary depending on the parameters you set in the dialog box.




    Sales Report is used to analyze just how well the sales and marketing department is performing. This report will review booking history for a specified period of time and will identify those events that are new, canceled or had a booking status change during that period.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Sales Report icon will bring up the Sales Report dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to set the selection for this report.
  • The Booking Status Code button will allow you to restrict which status codes will used for the report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The Sales Activity Report, Detailed Sales Report and Booking Status Conversions are the three possible reports that can be produced.
  • The Detailed Sales Report section will only be active when the Detailed Sales Report option has been selected. Whenever you add any of these fields to the report, the time to produce it will increase significantly.

    • Click on the button and the type of report selected will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.






















    Booked Locations is used to produce reports based on the Calendar file which is one of the most critical files in the Scheduling Administration application. This file ties the event profiles with The Book and The Calendar. The critical data generated from this file appears in five fields; Calendar Date, Location, Event, Event Name and Booked Location. The Booked Location report allows you to display these fields in any order for custom report output.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Booked Locations icon will bring up the Booked Locations dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to set the selection for this report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The Move Up and Move Down buttons control the placement of each of the report fields. The possible report fields appear in the list box to the right of the buttons. One of the fields will be highlighted and is the active field. You can change the active field by clicking on another field name. These buttons will only apply to the active field.

    • Click on the button and the Booked Locations report will appear on the screen.

    The format of this report will vary depending on the parameters you set in the dialog box.




    Food and Beverage is used to identify the food and beverage functions that are taking place within a specified date range. This report can be sorted by date or food service. If you sort by date then you will get a day-by-day schedule in chronological order of all food activity taking place for the selected events. Sorting by food service gets you a listing of all the food services scheduled for the period.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Food and Beverage icon will bring up the Food and Beverage dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to set the selection for this report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The Sort Selection section determines the sort order and how the report breaks.
  • The Date of Service option will sort and break the report by date.
  • The Food Service Code option will sort and break the report by type of food and beverage service.

    • Click on the button and the Food and Beverage report will appear on the screen.

    The format of this report will vary depending on the parameters you set in the dialog box.




    Event Reports is used to generate a pre-defined report of event data. All reports are defined with the Report Wizard option. Once a report is defined, it can be generated over and over by anyone using this option. Once a report is generated you can double click on any event to see the standard SPAM screen for that event. For a detailed explanation on the SPAM screen, click on Product Demo Scheduling-The Book.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Event Reports icon will bring up the Event Reports dialog box.


    The following is a break down of the dialog box:

  • The list box at the top will show each of the reports pre-defined for Event Reports.
  • The Change Title button will allow you to change the default title for the report.
  • The Item Selection button will allow you to review and change the default selection for the report.
  • The Sort Selection button will allow you to review and change the default sort selection for the report.
  • The Rebuild the Report after Maintenance check box will only be active if you have a high enough security level. If checked, the report will regenerate every time the maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per Page check box will only be active for Form Reports. If checked, a new page will be started every time you have a new event on the report. In unchecked, then the next event on the report will start immediately after the last event.
  • The Report Description button is used to see a read only description of the report.

    • Click on the button and the Event Report you chose will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.


















    Calendar Reports is used to generate a pre-defined report of calendar data. The calendar data is the locations booked for an event each and every day. All reports are defined with the Calendar Wizard option.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Calendar Reports icon will bring up the Calendar Reports dialog box.


    The following is a break down of the dialog box:

  • The list box at the top will show each of the reports pre-defined for Calendar Reports.
  • The Change Title button will allow you to change the default title for the report.
  • The Item Selection button will allow you to review and change the default selection for the report.
  • The Sort Selection button will allow you to review and change the default sort selection for the report.
  • The Rebuild the Report after Maintenance check box will only be active if you have a high enough security level. If checked, the report will regenerate every time the maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per Page check box will only be active for Form Reports. If checked, a new page will be started every time you have a new event on the report. In unchecked, then the next event on the report will start immediately after the last event.
  • The Report Description button is used to see a read only description of the report.

    • Click on the button and the Calendar Dates dialog box will appear on the screen.



    This dialog box will allow you to set the overall report dates. You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Eliminate duplicate event columns check box, if checked, will not show event information as long as the line above the current is for the same event. If unchecked, then the event information will appear on every line.
  • The All Calendar Entries, no restrictions option is selected when you want all the calendar entries to be considered for the report.
  • The Booked Locations only Once per Day option would only affect combination locations.
  • The Booked Events only Once per Day option will only return a report item for each item for each date the event is booked.
  • The Report Booked Locations only Once option will return one report item for each location that is booked for an event regardless of the number of days it is booked.
  • The Report Booked Events only Once option is the most restrictive. It will only return one item for each event, no matter how many locations and how many days it is booked.

    • Click on the button and the Calendar Report you chose will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.
















    Optimum Space Use is used to produce a day-by-day breakdown of each booked location. This breakdown can be produced in a number of selectable formats.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Optimum Space Use icon will bring up the Optimum Space Use dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to review and change the default selection for the report.
  • The Location Selection button will allow you to restrict the locations that will appear on the report. If you do not select any locations then they all will be used for the report.
  • The Title: field is the name that you want to appear at the top of the report.

    • The three options in the Type of Report section allows you to select from three different report formats.

  • The Time Line format will show each hour of the day from midnight through 11:00 pm across the top of the page, with the date at the top and the locations down the side, or the locations at the top and the dates down the side.
  • The Morn/Afternoon/Eve format will show a box for each room on each day and will be broken down into a morning, afternoon and evening section.
  • The Performance Repertoire format will show the selected rooms across the top of the page and will show a box for each date, each location. Each box will show one event on three lines.

    • The Page Break Orientation section allows you to select from two different page break formats.

  • The Date sub-sort on Location format will sort the events first by date and then location.
  • The Location sub-sort on Date format will sort the events first by location and then date.
  • The Data Source section allows you to select from two different data sources.

  • The Optional Fields will only be active when you are using the Morn/Afternoon/Eve report. As desired, the three options can be selected to appear on the report.

    • Click on the button and the Optimum Space Use report you chose will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.






















    Event Schedule is used to show events that are booked each day and the locations they will use on those days.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Event Schedule icon will bring up the Event schedule dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to set the selection for this report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The Use Event Document Schedule data check box, if checked, will produce the report based on the schedule information from the event document. If unchecked, then the report will be in date order showing the rooms and events for each date.
  • The Use Event Dates Only check box, if checked, will consider only dates when an event is being held for the report. If unchecked, then all dates the event is booked will be considered.
  • The Draw line between dates check box, if checked, then a straight line will be drawn all the way across the page every time the date changes. If unchecked, then there is no separation between the dates.
  • The Show dates with no bookings check box, if checked, then every date in the specified range will be shown on the report, even if there are no events on that date. If unchecked, then only dates that have events will be on the report.

    • Click on the button and the Event Schedule report you chose will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.























    Client Schedule is used to produce a day-by-day list of the event being held and the client responsible for that event. The client’s name, address and phone number may appear of the report.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Client Schedule icon will bring up the Client schedule dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to set the selection for this report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The Use Event Dates Only check box, if checked, then only dates when an event is being held will be considered for the report. The in and out dates will be ignored. If unchecked, then all dates the event is booked will be considered for the report.
  • The Combine multiple day events check box, if checked, then an event will only appear once on the report. If unchecked, then the events will be repeated on each date they occur.
  • The Show Client Address check box, if checked, then the address and phone number for the client will appear under the client name. If unchecked, only the client's name will appear.

    • Click on the button and the Client Schedule report you chose will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.





















    Report Wizard is used to pre-define the reports that will be used to create reports of event data. A pre-defined report is made up three sections. The Body indicates which event fields will appear on the report. The Sort indicates in what order the events will be arranged. The Selection indicates which events will be used on the report.
    Security Level: To add or change a report - Normal. To delete - System.

    Double clicking on the Report Wizard icon will bring up the current Report Wizard list.

    [This scrollable report is shown in two parts because of size constraints.]



    This will list every predefined report created with Report Wizard.




















    If you wanted to add a report, click on the blue button and that will bring up the Report Wizard dialog box.


    The following is a break down of the dialog box:

    The radio dial options under Type of Report to Add represents the different types of reports you can produce.

    NOTE: The Copy Report option will allow you to create a new report from an existing report.












    Click on the button and the Report Wizard maintenance dialog box for the type of report chosen will appear on the screen.

    The following is a break down of the dialog box:

    Everything required to fill out and maintain a report is contained here and will be referred to as sections.

  • Section 1 is the top of the dialog box and controls the overall layout of the report.
  • Section 2 is the Report Columns: list box on the left. This will show all of the columns currently defined for the report.
  • Section 3 are the four buttons next to the Report Columns list box. These buttons control the adding, deleting and movement of an individual detail column.
  • Section 4 is the Column Detail section. This section defines and controls all aspects of an individual detail column.




    • Calendar Wizard is used to pre-define the reports that will be used to create reports of location data. Location data are the locations that are booked each day for the events. This allows users to produce day-by-day activity reports. A pre-defined report is made up three sections. The Body indicates which location fields will appear on the report. The Sort indicates in what order the events will be arranged. The Selection indicates which calendar items will be used on the report.
    Security Level: To add or change a report - Normal. To delete - System.

    Double clicking on the Calendar Wizard icon will bring up the current Calendar Wizard list.

    [This scrollable report is shown in two parts because of size constraints.]



    This will list every predefined report created with Calendar Wizard.




















    If you wanted to add a report, click on the blue button and that will bring up the Calendar Wizard dialog box.


    The following is a break down of the dialog box:

    The radio dial options under Type of Report to Add represents the different types of reports you can produce.

    NOTE: The Copy Report option will allow you to create a new report from an existing report.












    Click on the button and the Calendar Wizard maintenance dialog box for the type of report chosen will appear on the screen.

    The following is a break down of the dialog box:

    Everything required to fill out and maintain a report is contained here and will be referred to as sections.

  • Section 1 is the top of the dialog box and controls the overall layout of the report.
  • Section 2 is the Report Columns: list box on the left. This will show all of the columns currently defined for the report.
  • Section 3 are the four buttons next to the Report Columns list box. These buttons control the adding, deleting and movement of an individual detail column.
  • Section 4 is the Column Detail section. This section defines and controls all aspects of an individual detail column.




    • Event Labels is used to generate data about the event so that it can be printed in a label format. These labels can be used to mark file folders but should not be used to produce mailing labels.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Event Labels icon will bring up the Event Labels dialog box.


    The following is a break down of the dialog box:

  • The list box at the top will show each of the reports pre-defined for events.
  • The Change Title button will allow you to change the default title for the labels.
  • The Item Selection button will allow you to review and change the default selection for this label set.
  • The Sort Selection button will allow you to review and change the default sort selection for this set of labels.
  • The Rebuild the Report after Maintenance check box will only be active if you have a high enough security level. If checked, the labels will be regenerated every time the maintenance activity is performed. If unchecked, then the records will be updated in place.
  • The Item per Page is inactive for labels.
  • The Report Description button is used to see a read only description of the labels.

    • Click on the button and the Event Labels report will appear on the screen.

    The report will show one line for each label. This is one of the few reports in the system that is not WYSIWYG (What You See is What You Get). When you print this report it will not print as displayed, but will print in the full label format.




    Detail Bookings is used to show a detailed listing of booked locations. The report can list the in and out details or just use event day information. The report will show start and end date, event name, short location name, start and end times, and the current booking status of the location.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Detail Bookings icon will bring up the Detail Bookings dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to review and change the default selection for the report.
  • The Location Selection button will allow you to restrict the locations that will appear on the report. If you do not select any locations then they all will be used for the report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The Use Event Dates Only check box, if checked, then only dates when an event is being held will be considered for the report. The in and out dates will be ignored. If unchecked, then all dates the event is booked will be considered for the report.
  • The Sort on Location instead of date check box, if checked, the report will list the same locations together. If unchecked, the report will list all locations in chronological order.

    • Click on the button and the Detail Bookings will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The format of this report will vary depending on the parameters you set in the dialog box.















    Adjusted Rates is used to make sure the facility is not being given away. When an item (location or equipment) is booked, the system will automatically charge the published rate for it. Authorized staff can override these published dates but an audit trail is kept to show who made the adjustment, the amount, and why it was made. This option will collect all information that took place in a specific date range and put it on a single report.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Adjusted Rates icon will bring up the Adjusted Rates dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to review and change the default selection for the report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The Date of Adjustment option, if checked, will show all adjustments that were made between the dates specified regardless of the date of the event.
  • The Date of Event option, if checked, will show all the adjustments for any event that will occur during the dates selected.
  • The Overall Event Adjustments check box, if checked, then all adjustments that were made to the event itself will be considered for the report.
  • The Location Rental Adjustments check box, if checked, then all adjustments that were made to the rental amount of a location will be considered for the report.
  • The Equipment/Service Adjustments check box, if checked, then all adjustments that were made to an equipment or service item will be considered for the report.

    • Click on the button and the Adjusted Rates report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]

















    The format of this report will vary depending on the parameters you set in the dialog box.




    Settlement Reports is used to show the settlement or invoice status of events in a specified time period. The option generates two types of reports. The List of Events Not Settled report will find all event in a specified date range and will check to see if they have been settled or not. The Event Payment Activity report will find all events in the specified date range and will show basic event information along with contract amounts and any payments made.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Settlement Reports icon will bring up the Settlement Reports dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Item Selection button will allow you to review and change the default selection for the report.
  • The Title: field is the name that you want to appear at the top of the report.
  • The List of Events Not Settled option, if checked, will check every event before it is put on the report. If the event has an invoice assigned to it, or is locked from any further changes, then it will appear on the report.
  • The Event Payment Activity Report option, if checked, will find all events in the specified date range. Each event found will appear on the report.
  • The Include Invoice information check box, if checked, will look for all invoices issued to this event in all the funds. If an invoice is found, it wil list the detail items on that invoice and then show the amount still owed.

    • Click on the button and the Settlement Reports report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



























    The format of this report will vary depending on the parameters you set in the dialog box.




    Document Changes is used to produce a list of events within a specified period of time that are published and have had an Event Schedule or Department Instructions change in the last 24 hours.
    Security Level: To view - Read Only. If you have Normal or higher in Scheduling Administration, then you will able to perform maintenance on the event.

    Double clicking on the Document Changes icon will bring up the Documemt Changes dialog box.


    You must enter a First and Last date to run the report on.

    The following is a break down of the dialog box:

  • The Title: field is the name that you want to appear at the top of the report.

    • Click on the button and the Settlement Reports report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]




















    Print Profiles is used to automatically print all profiles for a range of dates and any other selection criteria. This option will allow users to select events and then choose which printer you want the print request to go to. It will then create and send each profile to that printer without stopping. The method used by the system to print profiles generates a lot of extra windows for this application. In order to clear away these windows, the application will automatically close after the last profile is printed.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Print Profiles icon will bring up the Event Search dialog box.


    You must enter a Start and End date to run the report on.

    An event profile will be printed for each of the events that are selected based on the criteria you enter here.












    Click on the button and a warning message will appear on the screen.





    Click on the YES button and you will get a another screen where you select the printer and set the printing parameters.


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    Copyright 2012 Resource Information and Control Corporation. All rights reserved.

    Last Modified: Thursday, January 05, 2012 at 6:00 PM.